Administration Officer

Sybourn Primary School; Walthamstow; On-site; GBP 18,000 - 24,000; Full time

Job summary

Sybourn Primary School is seeking an organised school office administrator to provide general clerical and reception support. You will ensure a high-quality first point of contact for parents, carers and visitors, maintain records, manage mail and supplies, and assist with safeguarding procedures.

Working under the Office Manager/Head of School, you will handle enquiries, coordinate postal and administration tasks, and support staff with various office duties to ensure smooth running of the

Qualifications

• Front desk and reception duties including greeting visitors and directing them.
• Handling incoming calls and messages and routing them appropriately.
• Accurate data entry and records management.
• Clear and effective written and verbal communication with staff, parents and visitors.

Responsibilities

• Provide routine clerical and administrative support to the school.
• Ensure reception is covered at all times and respond to enquiries.
• Maintain stock and office supplies, mail handling and distribution.
• Maintain and update records and information systems as required.
• Assist with safeguarding procedures and sign-in of visitors.
• Support with basic first aid and welfare as needed.
• Assist with general office duties and meetings notes.

Skills

Reception duties

Telephone handling

Data entry

Communication

Tools

Arbor

Hub

Evolve

Job description

Core duties

Under the direction/instruction of the Office Manager / Head of School /SLT, provide routine general, clerical and administrative support to the school to ensure that there is a high quality first point of contact service given to all parents, carers and visitors to the school.

Organisation

• To ensure that the reception desk is covered at all time

• To undertake initial responses to all enquiries from parent/carers, visitors or general public at reception stringently adhering to the school’s safeguarding procedures.

• To receive and relay promptly any telephone or other messages.

• To ensure that all visitors and callers to the school are courteously and correctly received and to deal sensitively with anxious, distressed or impatient callers, whether by telephone or in person.

• To ensure that all visitors are signing in according to the Safeguarding procedures of the school. Ensuring ID and vetting forms are seen before allowing visitors around school.

• To show awareness for the school’s security at all times.

• Manage specific computer modules.

• To communicate effectively, both orally and in writing with outside, agencies, parents, staff and local community.

• At the discretion of the Head of School, to open and distribute incoming mail. Despatch outgoing mail, maintain supplies of stationery, postal stamps and assist with general postal/returns arrangements.

• To advise parents/carers about school uniform service and lost property.

• Managing and monitoring stock processes.

• Monitor and manage school stock resources including general supplies, photocopier supplies and to include receipting and checking of all deliveries

• Distribution of stock and deliveries after liaison with School Office Manager or SSO.

• To keep school notice boards in the staffroom updated liaising with the Head of School/ SLT.

• Assisting with arrangements for visits by school nurse, photographer etc.

• To maintain a stock of First Aid Items.

• To prepare and maintain First Aid boxes for Playtimes and Lunchtimes.

• To prepare and maintain First Aid Boxes to be taken on visits

• Administer first aid/welfare duties, looking after sick pupils, liaising with parents/staff.

• Arrange/undertake care plan meetings with Parents/carers regarding health issue with pupil.

• To undertake risk assessments for children returning from absence due to injury or other health conditions.

• To share responsibility for the use of the medical room/office, ensuring that it is maintained to a high standard of cleanliness by the cleaning staff, reporting any deficiencies accordingly.

Administration

• Reception - visitor management, telephone and e-mail messages distribution.

• Provide routine clerical support e.g. photocopying/laminating, filing, e-mailing, complete standard forms, respond to routine correspondence.

• Maintain manual and computerised records/management information systems e.g. Arbor, Inventry, Evolve.

• Produce lists information/data as required

• Undertake typing and word-processing and other IT based tasks

• Take notes at meetings

• Undertake a variety of administrative procedures.

• Maintain and collate pupils reports and records

• Assisting with Hospitality arrangements

• Inputting data to Arbor, Hub, Evolve and other relevant IT systems

Other Responsibilities

• Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.

• Be aware of and support differences and ensure equal opportunities for all.

• Contribute to the overall ethos/work of the school.

• Appreciate and support the role of other professionals.

• Attend and participate in relevant meetings as required.

• Participate in training and other learning activities and performance development as required.

• Any other general office duties or school requirements as directed by the Head of school, SLT or Office Manager.