Office Administrator

Wantage Primary Academy; East Lockinge; On-site; GBP 24,000 - 28,000; Full time

Benefits offered by this job

CPD & benefits

Job summary

Wantage Primary Academy is seeking an organised Office Administrator to join a small office team. You will be the first point of contact for parents, children, and visitors, supporting the Office & Finance Manager and the Principal in a busy school environment.

The role covers MIS (Arbor), admissions, invoicing for nursery and clubs, and coordinating orders and supplies. The ideal candidate will have strong communication, attention to detail and a commitment to safeguarding and customer service.

Qualifications

• Experience in office administration within an educational setting is preferred.
• Proficient in using Arbor MIS for pupil records, admissions and transitions.
• Able to manage invoices, payments for nursery, clubs and associated costs.
• Strong communication skills with parents, children and visitors.

Responsibilities

• Answer emails, phone calls and enquiries; determine priority and respond appropriately.
• Maintain Arbor MIS accuracy for pupils and admissions; support transitions.
• Organise invoices and payments for nursery, breakfast club, clubs and events.
• Support website/newsletter updates and general office administration tasks.
• Liaise with catering and kitchen regarding new starters, menus and attendance data.
• Ensure the reception area is welcoming and the office is well organised.

Skills

Office administration

MIS (Arbor)

Invoicing

Customer service

Tools

Arbor MIS

Email/Phone handling

Job description

About this Role

The office administrator will be a member of a small team, under the leadership and supervision of the Office & Finance Manager, and the Principal. They will work in the school office and will be the first point of contact for parents, children, practitioners and other visitors to the school.

Our school is a fantastic place to work. As part of a small Trust, we offer a range of benefits and CPD for our employees.

The role will be full time 5 days a week (Monday - Friday 8:00am - 4.00pm).

Role Specific: Office Admin

Communication

To ensure the school office is organised and welcoming and sets the correct tone for the school, answering emails, phone calls and other correspondence.

To receive enquiries made to the school and determine the appropriate priority of response and liaise with external agencies as appropriate.

To ensure the school website and Facebook page is up to date and updated regularly, as appropriate.

General

To receive enquiries made to the school and determine the appropriate priority of response and liaise with external agencies as appropriate.

To support office manager to ensure all actions are met from audits, training and reviews

To manage own inbox diligently

To manage office inbox

MIS, pupil information and systems, including admissions

To use Arbor (our school's MIS) to ensure smooth pupil transitions and to complete/ delegate administrative functions needed when pupils join or leave the school.

To maintain the information for pupils and ensure the school Management Information System is accurate and up to date at all times.

To manage clubs, trips, visits and parents’ evenings on Arbor

Finance

To organise parent-based invoices and/ or payments (via MIS) nursery and breakfast club, premises hire, clubs, trips etc and WCC

Systems and ordering

To support OFM to carry out the annual Website Audit

To support the Principal and staff to manage the ordering and stock levels of school supplies. To order from known suppliers, following policy and procedure

To support to organise pupil Flu vaccinations (annual task), Height and weight for Reception and Year 6 pupils (annual task), vision screening in Reception (annual task), School photos (annual task)

To monitor and ensure correct stocks of First Aid materials and administer First Aid to pupils.

Send out Newsletters (check and distribute)

Additional responsibilities:

Parental consent (walking home, tutoring)

Follow up on pupil absence

Liaise with Catering regarding new starters, school trips, menus, logins etc. Liaise with kitchen regarding distribution of bands and class lists.

Breakfast club and nursery lunch club registers - termly and as and when for ad hoc bookings

All menus (including Christmas dinner organisation)

Student update forms - annual checking with parents

Birth certificates and admissions forms (nursery and school) including chasing codes

Manage office mail inbox - daily

Providing CTF files when children leave - as and when and chasing CTF files when new children start - as and when

Parent’s evening (managing system and setting up evenings)

Assist OFM with School and Nursery Admissions

Ensuring the communal spaces are welcoming and tidy

Supporting Nursery Lunch Club when needed