Middle School Administrative Assistant & Attendance Officer

The American School in London; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

The American School in London is seeking an experienced school administrator to support supervisors with scheduling, attendance, and substitute coordination. Responsibilities include maintaining student records, organizing field trips, liaising with departments, and supporting wellbeing.

The role requires extensive school administration experience, excellent communication, and a collaborative approach to ensure smooth operations across the campus.

Qualifications

• Recent and extensive experience in a general administrative or managerial role.
• Experience in an administrative role in a school.
• Ability to interact with a diverse student, parent, faculty and staff body.

Responsibilities

• Schedule appointments and produce itineraries and reports for supervisors.
• Monitor and maintain records of student attendance on a daily basis; prepare monthly attendance report and report trends to the administrator.
• Oversee the administrative aspects of greeting, coordinating and paying substitutes to assist in ensuring teaching cover.
• Overseeing certain student-travel opportunities in the middle school, including processing field trip requests and risk assessments.
• Maintain an archive of student files and prepare transcripts and reports for applications to other schools.
• Collect, collate and distribute report card data and monitor trends in behavior.
• Liaise with other school departments to coordinate non-academic student support.
• Supervise/monitor students during recess, lunch or after school to ensure safety and wellbeing.
• Participate actively in school life through events, committee membership and leadership of co-curricular activities.

Skills

Organization skills

Written communication

Oral communication

Diplomacy and tact

Team collaboration

Attention to detail

Tools

Google Suite

MS Office

Job description

• Schedule appointments and produce itineraries and reports for the supervisors to optimize use of their time
• Monitor and maintain records of student attendance on a daily basis; prepare monthly attendance report and report trends and/or concerns to the relevant administrator
• Oversee the administrative aspects of greeting, coordinating and paying substitutes to assist in ensuring that appropriate teaching cover is available when required
• Overseeing certain student-travel opportunities in the middle school, which includes processing field trip requests, trip packs, organizing risk assessments, and collecting medical consent forms
• Maintain an accurate and up-to-date archive of student files to ensure that the appropriate information is available whenever it is required; prepare packages of student transcripts and reports for applications to other schools
• Collect, collate and distribute report card data to merge this with attendance and other data and provide a full progress record for each student; compile and maintain daily records of attendance and timeliness of students in order to provide accurate information to faculty and parents, and to enable the monitoring and reporting of trends in behavior
• Liaise with other school departments to ensure that all non-academic support for students is coordinated to run smoothly
• Where required, supervise/monitor students during recess, lunch or after school hours to ensure their safety and wellbeing
• Participate actively in the life of the School, through attendance at events, committee membership and/or leadership of co-curricular activities
• Any other duties as are within the scope, spirit and purpose of the job as requested by the supervisors, Recent and extensive experience in a general administrative or managerial role
• Proficiency with a number of computer applications (Google suite, MS Office, etc.), including high level of competence with spreadsheets, strong proofreading, spelling and editing skills
• Tact, diplomacy and a friendly manner with the ability to interact with a diverse student, parent, faculty and staff body with ease
• Demonstrably strong organizational abilities, along with excellent oral and written communication skills, and the ability to meet deadlines
• Outstanding collaborative skills and a desire to work in a team-focused environment
• A proven commitment to the safeguarding and welfare of children, Experience in an administrative role in a school
• Experience working in a school or other educational setting