Clerical Assistant

Cornwall Council; Saltash; On-site; GBP 8,000 - 12,000; Part time

Job summary

Cornwall Council is seeking a part-time School Administrator to support a primary or secondary school. The role covers welcoming visitors, recording on the Single Central Record, handling calls and mail, attendance and diary management, and assisting with pupil records and school income.

You will work 12.5 hours per week over 39 weeks, with confidentiality at the core of all tasks and collaboration with the Headteacher, SBM, teachers and support staff to ensure accurate data handling.

Responsibilities

• To welcome all visitors to the school, ensuring signing in procedures are followed in accordance with safeguarding.
• To liaise with the School Administrator to ensure that visitors, volunteers and contractors are recorded on the Single Central Record as necessary.
• To receive and prioritise incoming telephone calls, dealing with them promptly and appropriately including recording messages and required follow-up actions.
• To sort incoming mail (emails and post) and prepare outgoing mail/email appropriately.
• To use Arbor to ensure attendance is recorded accurately and assist with attendance officer duties as required.
• To support the school diary on a daily basis, coordinating events, room bookings and visits with staff.
• To photocopy and distribute letters for parents/carers to class teachers or by email as requested.
• To assist the School Administrator in maintaining accurate pupil records and transfers.
• To assist with the text messaging system ensuring messages are sent to parents/carers as instructed.
• To ensure all data stored is accurate and confidential, with regard to pupil and staff information.
• To record late arrivals and absences of pupils and contact parents for reasons of absence when needed.
• To maintain accurate school attendance records and assist in producing reports and statistics as required.
• To assist with the administration of after-school clubs, including registering attendees.
• To assist in the collection of school income from parents (dinners, trips) and ensure accurate recording.
• To undertake typing/word processing of correspondence, letters, reports and other documents as required.
• To undertake filing and maintain established administrative systems and procedures.

Job description

Hours: 12.5 hours per week 39 working weeks / 44.263 paid weeks -Over 4 or 5 days Responsible to: School Administrator, Headteacher, School Business manager. Important Functional Relationships: Internal: Headteacher, Administration staff, Senior Leadership Team, Teachers, Support staff, Pupils, Governors External: Parents, Visitors, Contractors, 1. To welcome all visitors to the school, ensuring signing in procedures are followed in accordance with the school's safeguarding procedures. To liaise with the School Administrator to ensure that visitors, volunteers and contractors are recorded on the Single Central Record as necessary. To arrange for contractors to be escorted where necessary. 2. To receive and prioritise incoming telephone calls, dealing with them promptly and appropriately including accurately recording messages as required and ensuring any follow up action is taken. To liaise with staff, governors, pupils, parents and outside agencies as and when required. 3. To sort incoming mail (e-mails and post) and prepare outgoing mail/email appropriately. 4. To use school administration systems such as Arbor to ensure attendance is recorded accurately and assist with all attendance officer duties as required by the Headteacher and SBM. 5. To support the school diary on a daily basis, in liaison with the Headteacher, office staff, teachers and support staff; ensuring all events, room bookings, visitors, etc. are included. To be aware of all visitors who are expected at the school. 6. To photocopy and distribute letters for parents / carers to class teachers in a timely manner as requested, or distribution by email. 7. To assist the School Administrator in maintaining accurate pupil records, ensuring all new pupils joining the school and those leaving are recorded on the school's administration systems. To ensure pupil records are transferred in the correct manner. 8. To assist with the text messaging system ensuring that all messages are sent to parents/carers in accordance with instructions (either by text or email) as instructed by the Headteacher/School Administrator. 9. To ensure all data stored is accurate and up to date, and to ensure the utmost confidentiality with regard to such data and information. 10. To record late arrivals and absences of pupils during the day in liaison with the School Administrator. To contact parents/carers for reasons for absence, if they have not been reported. 11. To maintain accurate school attendance records and process data. To assist in the production of reports and statistical information relating to school attendance as requested. 12. To carry out the administration of after school clubs, ensuring that registers are prepared and ready for collection each evening. 13. To assist in the collection of school income from parents (including dinners, trips etc). Ensuring all monies are recorded accurately. 14. To undertake typing/word processing of correspondence, standard letters, reports, publications and other documents as required. 15. To undertake filing in accordance with the established systems as requested. To work within and maintain all established administrative systems and procedures. 16. To assist in the maintenance of the school meals' records, including the completion of weekly/monthly returns. 17. To assist in the arrangements and organisation of medicals e.g.. eye tests and administration relating to prescribed drugs and first aid. 18. To maintain at all times the utmost confidentiality with regard to all pupil records, personal data relating to staff, other information of a sensitive or confidential nature and financial reports. 19. To assist with the administration of school trips/sports competitions including preparing letters to parents. 20. To assist in the collection of swimming, mini bus and trip money. Ensuring all monies are recorded accurately and banked as required. General Responsibilities 1. To be aware of and work in accordance with the school's child protection policies and procedures in order to safeguard and promote the welfare of children and to raise any concerns relating to such procedures which may be noted during the course of duty. 2. To be aware of, and adhere to, applicable rules, regulations, legislation and procedures including the School's Equal Opportunities Policy and Code of Conduct, national legislation (including Health and Safety, GDPR, Data Protection). 3. To maintain confidentiality of information acquired in the course of undertaking duties for the School. 4. To undertake other duties appropriate to the grading of the post as required. In addition, the following 'Code of Conduct' areas:

• Operate at all times within the stated policies and practices of the school.
• Aim for the agreed vision of the school.
• Establish effective working relationships and set a good example through their presentation and personal and professional conduct.
• Have the upmost regard for 'safeguarding' our children.