Administrative Officer

Durham County Council; Ferryhill; On-site; GBP 18,000 - 24,000; Full time

Job summary

The Woodlands is seeking a diligent administrative assistant to provide clerical support across reception, records, finance and attendance. Based at The Woodlands’ Ferryhill facilities, the role is temporary, full-time, term-time only for 1 year from start date, with duties covering Arbor and FMS systems, mail handling and coordinating trips.

Ideally you will be able to communicate clearly in English, handle sensitive information, and support senior leadership with efficient, accurate

Responsibilities

• Undertaking reception duties, welcoming visitors to the school, answering telephone calls and dealing with face-to-face enquiries.
• Ensuring the school’s signing in and out procedures for visitors, staff and pupils are adhered to.
• Supporting SLT, ensuring that all necessary administrative tasks are carried out effectively and efficiently.
• Providing general clerical administrative support (e.g: photocopying, filing, faxing, typing, word processing) to teachers and the school leadership team.
• Operating the Arbor and FMS systems as well as relevant ICT packages (e.g.: word processing, database, internet).
• Maintaining manual and computerised records/management information systems.
• Preparing and completing documentation/returns/lists/etc.
• Monitoring and reporting pupil and staff attendance and absences.
• Free school meal returns and keeping school records up-to-date.
• Co-ordinating the issue of forms seeking information from parents and follow-up non-returns.
• Dealing appropriately with incoming and outgoing mail, in both paper and electronic format.
• Taking notes at meetings, if required.
• Organising transport and assist in arrangements for school trips/events, etc.
• Assisting with travel arrangements for staff and students.
• Monitoring and ordering stock and supplies, cataloguing, distributing and chasing up orders/missing stock, as required.
• Undertaking general financial administration (e.g. processing orders).
• Helping to co-ordinate the school’s response to emergency situations (e.g. emergency school closure, emergency school evacuation).
• Maintaining accident records, as required.
• The post holder may undertake any other duties that are commensurate with the grading of the post.

Job description

Temporary post, full time, term time only. This post will be for 1 year from the start of the contract.

To provide effective clerical and administrative support to ensure the efficient running of the school.

The Woodlands is the local authority provision for children who are excluded from school or for those who are at risk of exclusion. It is also the provision for children who cannot attend school because of health reasons.

The Woodlands is located at bases across County Durham and also carry out outreach work.

Responsibilities

• Undertaking reception duties, welcoming visitors to the school, answering telephone calls and dealing with face-to-face enquiries.
• Ensuring the school’s signing in and out procedures for visitors, staff and pupils are adhered to.
• Supporting SLT, ensuring that all necessary administrative tasks are carried out effectively and efficiently.
• Providing general clerical administrative support (e.g: photocopying, filing, faxing, typing, word processing) to teachers and the school leadership team.
• Operating the Arbor and FMS systems as well as relevant ICT packages (e.g.: word processing, database, internet).
• Maintaining manual and computerised records/management information systems.
• Preparing and completing documentation/returns/lists/etc.
• Monitoring and reporting pupil and staff attendance and absences.
• Free school meal returns and keeping school records up-to-date.
• Co-ordinating the issue of forms seeking information from parents and follow-up non-returns.
• Dealing appropriately with incoming and outgoing mail, in both paper and electronic format.
• Taking notes at meetings, if required.
• Organising transport and assist in arrangements for school trips/events, etc.
• Assisting with travel arrangements for staff and students.
• Monitoring and ordering stock and supplies, cataloguing, distributing and chasing up orders/missing stock, as required.
• Undertaking general financial administration (e.g. processing orders).
• Helping to co-ordinate the school’s response to emergency situations (e.g. emergency school closure, emergency school evacuation).
• Maintaining accident records, as required.

The post holder may undertake any other duties that are commensurate with the grading of the post.

Safeguarding

• Actively contributing to the development of a positive, safe and nurturing environment where children feel safe, valued and able to learn, develop and progress.
• Adhering to and embedding the safeguarding policies adopted by the school.
• Actively contributing to the promotion of positive behaviour and relationships across the school
• Promoting anti discriminatory practices across the school

Personal

• Attending appropriate training and development activities and courses.
• Participating in the school’s performance management framework.
• Playing an active role in the life of the school

Training

• Undergo yearly training to gain the knowledge and skills required to carry out the role and meet the expectations set out in KCSIE, including those outlined in the ‘Training, knowledge and skills’ section of annex C
• Undertake Prevent awareness training
• Refresh knowledge and skills at regular intervals and at least annually

Other duties

• Undertaking additional duties commensurate with the post as directed by the Executive Head teacher

The above is not exhaustive and the post holder will be expected to undertake any duties which may reasonably fall within the level of responsibility and the competence of the post as directed by your manager.

Standard term time only pay is calculated on the basis of the following:

• Number of ‘teaching’ weeks – 38 weeks; plus
• Public (bank) holidays – 1.6 weeks (8 days); plus
• Individual leave entitlement - 5.4 weeks (27 days) or 6.4 weeks (32 days)

Individual leave entitlement is calculated on the length of continuous service. Employees with less than 5 years’ service will receive 27 days annual leave. Employees with more than 5 years’ service will receive 32 days annual leave. For example:

Calculation for employees with less than 5 years’ service:
38 weeks (term time) + 27 days (annual leave) + 8 days (public holidays) = 45 weeks’ pay, to be paid in 12 equal monthly instalments

Calculation for employees with more than 5 years’ service:
38 weeks (term time) + 32 days (annual leave) + 8 days (public holidays) = 46 weeks’ pay, to be paid in 12 equal monthly instalments

The ability to converse at ease with customers and p rove advice in accurate spoken English is essential for the post.

We are committed to safeguarding and promoting the welfare of children and young people and, if successful, you will need to apply for an enhanced DBS disclosure.

As a disability confident employer, we are committed to employing disabled people and people with health conditions making reasonable adjustments to support disabled applicants when required.

Closing date: 20/09/2026

Interview date: TBC

The Woodlands

Broom Road

Ferryhill

DL17 8AN

Tel: [phone]

Email: [e-mail]

Website: thewoodlands.durham.sch.uk