Office Administrator

Badby School; Nottingham; On-site; GBP 21,000 - 25,000; Full time

Job summary

Badby School is seeking an enthusiastic Office Administrator to be the frontline point of contact for parents and visitors, ensuring a friendly, professional service and smooth office operations. You will handle enquiries, produce communications, support admissions and manage records using Arbor.

The role involves coordinating with staff, photographers, and external providers, maintaining calendars and notice boards, and assisting with events and student welfare activities as required.

Responsibilities

• Meet and greet visitors and ensure signing in procedures are followed
• Deal with general enquiries face to face, over the telephone, via email and in writing
• Produce documents and communications using appropriate software and office equipment
• Provide administrative support including photocopying, printing and emailing
• File and retrieve documentation and resources to support record management and data protection
• Maintain records and management information to support school operations
• Liaise with the school photographer and manage pupil photographs
• Produce reports using Arbor for birthday lists, class lists and emergency contacts
• Maintain School Calendar with events
• Keep notice boards up to date (external, entrance hall, staff room)
• Support admissions/induction of new pupils and publish the Starting School booklet
• Liaise with catering provider on a day-to-day basis
• Monitor stocks of office supplies and raise requisitions
• Maintain first aid supplies for trips
• Organise equipment for events like Sports Day
• Assist with trips, events and Music Tuition logistics with providers
• Administer medicines as authorised by parents
• Attend meetings and participate in training as required

Job description

The role involves being a key point of contact for parents, welcoming them face-to-face, responding to enquiries and ensuring the office runs smoothly and efficiently. You will play an important part in creating a positive first impression and providing a friendly, professional service to parents, students and colleagues.

Administration and Communications

• Meet and greet visitors and ensure signing in procedures are followed

• Deal with general enquiries face to face, over the telephone, via email and in writing

• Receive and open mail and distribute or deal with accordingly

• Produce documents and communications using appropriate software and office equipment to meet the needs of the school - weekly update, termly newsletter, letters, messages, documents requested by staff

• Provide administrative support including photocopying, printing and emailing

• File and retrieve (electronically and manually) documentation produced and other resources for the school to support efficient record management and compliance with data protection requirements

• Support the Office Manager to maintain manual and electronic records/management information to support efficient school management - Arbor, parent updates, letters to parents, pupil reports, photographs etc.

• Liaise with school photographer, maintain pupil photographs on Arbor and administer the outgoing/incoming photographs and orders

• Produce reports using Arbor for birthday lists, class lists, emergency contacts, fire alarm pupil check lists etc.

• Maintain School Calendar with events

• Ensure internal and external notice boards are maintained with up to date information - external, entrance hall and staff room

• Ensure the poster for safeguarding and first aid persons is kept up to date

• Support staff with admissions/induction of new pupils and produce the annual ‘Starting School’ booklet

• Liaison with catering provider as necessary on a day to day basis

Stocks and Supplies

• Monitor stocks of office supplies to maintain sufficient levels of stock, raise a requisition for the appropriate provider

• Maintain first aid supplies and ensure first aid pack for trips is adequately stocked

• Maintain annual log of school assets

• Receive deliveries, check for accuracy and distribute to requisitioners

• Organise equipment required for Sports Day awards - i.e. ribbons or stickers

Events, Trips and Visits & Music Tuition

• Assist with costing trips, book school trips, and events liaising with appropriate providers - coach companies and venues, raise payment item on Arbor, check for payments and remind late payers

• Liaise with Bikeability to organise annual cycling proficiency

• Liaise with appropriate providers to organise swimming lessons - sports centre, coach companies

• Liaise with NMPAT to organise the annual music tuition for individual pupils and whole class projects, raise charges on Arbor, check for payments and remind late payers, liaise with music teachers to provide information on pupils taking lessons

Pupil Welfare

• Ensure good behaviour in line with the school’s behaviour policy

• Administer medicines as authorised by parents

Other

• Attend and participate in meetings when required and take part in training and other learning activities as required by both the school and Trust

• Undertake other duties which may arise from time to time, to be agreed with the Head of School and Office Manager.