Office Administration

MyNewTerm; Birmingham; On-site; GBP 18,000 - 23,000; Full time

Job summary

Abbey Catholic Primary School is seeking a proactive Office Administration Assistant to manage the school reception, greet visitors, and support daily administrative tasks. You will be the first point of contact for parents and staff, upholding a friendly, professional image of the school.

The role requires strong communication, organisation and the ability to multitask in a busy office. Knowledge of SIMS and MS Office is essential, with First Aid being desirable.

Qualifications

• Good written and spoken English and numeracy.
• Proficiency with Microsoft Office and SIMS.
• Experience in reception duties and filing.
• Ability to liaise with staff, parents and external bodies.
• First Aid qualification desirable.

Responsibilities

• Act as first point of contact for visitors, parents and staff.
• Manage reception area and signing in system.
• Provide hospitality to visitors.
• Handle phone calls and messages, filter as needed.
• Maintain security procedures for visitors.
• Assist with pupils data records and stock monitoring.
• Undertake clerical duties like letters and emails.

Skills

English proficiency

Telephone handling

Clerical support

Communication with parents

Multi-tasking

Education

Sound educational background

Tools

Microsoft Office

SIMS

E-mail

Publisher

Excel

PowerPoint

Job description

The St John Paul II Multi Academy is a highly successful Catholic Multi Academy encompassing twelve Primary Schools and two Secondary Schools. Our schools are located in the northern area of Birmingham.

The ethos of St John Paul II Multi Academy is Catholic and was founded by the Catholic Church to provide education for children of Catholic families. As a Catholic multi academy, we aim to provide a Catholic education for all our pupils. As a Catholic multi academy, Catholic doctrine and practice permeate every aspect of every one of our school’s activities. It is essential that the Catholic character of the school’s education be fully supported by all staff within the multi academy. We therefore hope that all staff will give their full, unreserved and positive support for the aims and ethos of the St John Paul II Multi Academy.

We have an excellent opportunity for an enthusiastic individual to join our supportive, creative and dynamic team as an Office Administration Assistant at Abbey Catholic Primary School.

Job Summary

The School Office Administration Assistant is the first point of call for visitors to the school, parents, staff and children. As the ‘face’ of the school the receptionist should be welcoming, personable, helpful and able to represent the School in a professional and friendly manner. In addition it is essential that the person for this role is organised, able to multitask, work flexibly and have a ‘can do’ approach to work, as no two days are the same.

Duties and Responsibilities - Reception

To be a point of contact for both telephone and face to face enquiries, taking messages where required.

To ensure school security arrangements are always complied with, including the issue of visitor’s badges and completion of visitor signing in system.

To provide hospitality for visitors to the school.

Deal with internal and external telephone calls in an appropriate manner, filtering calls as necessary, taking messages as required.

Ensure security procedures are followed for all visitors.

Pupil Attendance and admissions

Deal with the distribution of Royal Mail post.

Receive and accept courier deliveries according to office procedures and assist with checking and distributing to relevant departments.

Make phone calls to parents, outside agencies and the LA following all office procedures on confidentiality.

Ensure the tidiness and general appearance of the Reception Office.

To undertake clerical duties as required, such as letters, emails.

To assist in the preparation and maintenance of the manual and computerised pupil data records.

To assist with the monitoring and maintenance of stock and order supplies as necessary.

To undertake filing and photocopying as required.

To administer first aid and medicine to pupils as required, in keeping with the school’s policy and order first aid supplies as necessary.

To liaise with parents regarding pupils’ sickness/injury.

Complete processes for preparing letters and documents for posting.
Assist staff with administration tasks as required.
Photocopying documents as required.
To participate in the performance and development review process, taking personal responsibility for identification of learning, development and training opportunities in discussion with line manager.

To comply with individual responsibilities, in accordance with the role, for health and safety in the workplace.

Post Holders will have a commitment to Safeguarding Children, ensuring awareness of the school policy and procedures with regard to Child Protection.

Any other duties as commensurate with the grade in order to ensure the smooth running of the school.

Person Specification

Job Title: School Receptionist Grade:2

Knowledge

• Computer literate with knowledge of Microsoft Office package.
• E-mail, Excel, Publisher, PowerPoint and the Internet.
• Awareness of the role of a receptionist.
• Knowledge of SIMS modules.

Skills and Abilities

• Able to demonstrate a good standard of written and spoken English and numeracy skills.
• Able to use a telephone.
• Able to use photocopying and reprographic equipment.
• Able to provide a high standard of clerical support.
• Able to liaise and communicate effectively with other departments and external bodies at all levels.
• Able to communicate with children and parents.
• Able to communicate effectively with other team members.
• Able to meet tight deadlines.
• Able to systematically process callers, enquirers, work requests and cope with interruptions.
• Have a flexible approach and willingness to offer help.
• Able to provide support in other areas when required.
• First Aid qualification desirable.

Experience

• Experience in reception duties, filing and dealing with post distribution.
• Working within a team environment.
• Working with young people
• The use of computers for word-processing and other office equipment.

Educational

• A sound educational background.

Special Requirements

• A criminal record disclosure will be required prior to appointment.