Office Administrator

Northleigh CofE Primary School; West Midlands; On-site; GBP 21,000 - 31,000; Full time

Job summary

Mercian Educational Trust seeks a School Administrator to provide comprehensive administrative and organisational support across school operations.

You will handle records, data analysis, and communications with staff, pupils, parents and external partners while maintaining accuracy, confidentiality and professional standards.

Qualifications

• GCSE/O-Level Maths and English with grade C+ or higher.
• Vocational qualification in finance or administration.
• Proven experience in administrative work and data handling.

Responsibilities

• Manage manual and computerised record systems and generate reports.
• Support attendance, finance, compliance and school system administration.
• Coordinate lettings, events, marketing and staff training records.

Skills

Attention to detail

Communication

Teamwork

Time management

Data analysis

Education

GCSE/O-Level Maths and English (C+)

Finance or administration qualification

Tools

Arbor attendance system

Word processing

Spreadsheets

Website updates

Job description

Job Description

Role Overview

The School Administrator will provide comprehensive administrative and organisational support to ensure the effective operation of the school. The role involves working across a range of systems and processes, including record management, data analysis, and communication with internal and external stakeholders. The postholder will contribute to the smooth running of daily school operations, maintaining high standards of accuracy, confidentiality, and professionalism at all times.

The role includes responsibility for managing administrative processes linked to attendance, finance, compliance, and school systems, as well as supporting wider school activities such as events, marketing, and lettings.

Key Responsibilities

• Manage manual and computerised record/information systems
  • Analyse and evaluate data/information and produce reports as required
  • Undertake word-processing and IT-based tasks
  • Provide administrative and organisational support to staff
  • Complete and submit complex forms and returns (e.g. school census, nursery funding portal, and external agencies such as the DfE)
  • Undertake administrative duties relating to the collection of school income, including Nursery and Wraparound provision
  • Monitor and manage inventory of equipment, including removal of defective items
  • Manage administration of facilities, including lettings and use of school premises
  • Assist with marketing and promotion of the school
  • Undertake financial administration procedures in line with the trust finance & HR handbook
  • Capture and record pupil absence information using the Arbor system and produce attendance reports
  • Update the school website
  • Communicate effectively with all stakeholders via face-to-face interaction, letters, telephone, and text
  • Ensure the administration office and reception area is kept tidy and presentable at all times
  • Securely store confidential and sensitive data
  • Book courses and conferences and maintain records of staff training
  • Assist in maintaining the Single Central Register and oversee appropriate vetting of visitors in line with safeguarding guidance
  • Promote a friendly, welcoming, professional and courteous environment as the first point of contact for visitors
  • Deal with reception and visitor-related matters.
  • To promote a friendly,invitingand professional and courteous environment as the first point of contact for visitorsto theschool.
  • Support the organisation of school trips and events
  • Work within clearly defined rules and procedures, making decisions from a range of established alternatives
  • Demonstrate creativity within the general framework of recognised procedures
  • Have contact with stakeholders on matters that are generally non-contentious but may require problem-solving to reach appropriate outcomes
  • Have responsibility for the accurate handling and security of cash, cheques, and other financial resources, and/or ordering of stock and materials for the school
  • Promote and enact safeguarding and the welfare of children and young people at all times

The role may include additional duties appropriate to the level of the post, as reasonably requested by the Headteacher. The job description may be reviewed and amended following consultation.

All duties must be carried out in line with the School’s Equal Opportunities Policy and Code of Conduct, promoting equality, dignity, and respect for all.

This job description outlines the main duties and responsibilities of the role but is not intended to be an exhaustive list, nor does it define the exact time to be spent on each task. The postholder is expected to manage their time effectively in line with school priorities.

Person Specification

Key Criteria in addition to the statements in the advert. Assessment, shortlisting & finalselectionwill be assessed initially through candidates'application forms and information. Shortlisted candidates will be further assessed through references and interviewactivities

Training and Qualifications

• GCSE/O-Level equivalent: Maths and English Grade C+
• Vocational qualification in finance or administration
• Proven experience in administrative work
• Good literacy and numeracy skills
• Good organisational skills
• Ability to build effective working relationships with pupils and adults
• Able to communicate efficiently with parents,pupilsand other stakeholders as necessary
• Willing to work closely within a team offering support to other team members
• Prepared to learn administration of new software
• Aware of andcomply withpolicies and procedures relating to child protection, safeguarding,health and safety, financialstandardsand data protection
• Able to work well under his/her own initiative
• Accurate and proficient in all tasksdemonstratingattention to detail
• Capable of meeting strict deadlines

Characteristics and Competencies

• Ability to promote the school’s aims positively.
• Ability to develop good personal relationships within a team; making an effective contribution tohigh morale.
• Commitment to safeguarding pupils’ wellbeing and equality
• Boundless enthusiasm, determination and drive to inspire others to achieve high standards
• Reliable and punctual
• An appetite and stamina for challenging work
• A solution-focused mind-set and determined no-excuses approach to tasks
• A personable nature to build effective relationships with parents and all members of the schoolcommunity
• A lively, creative and good-humoured approach to all aspects of school life
• Ability and keenness to promote the school’s positive culture and ethos

Safer Recruitment

Mercian Educational Trust is committed to safeguarding and promoting the welfare of children and young people eandexpects all staff to share this commitment.

All positions are subject to child protection screening appropriate to the post, which will include an Enhanced Disclosure and Barring Service (DBS) check for the children’s workforce and a Children’s Barred List check

This post requires the ability to perform a role that involves frequent contact with children

This post is exempt from the Rehabilitation of Offenders Act 1974 and the amendments to the Exceptions Order 1975, 2013 and 2020

Why Choose Us?

Mercian Educational Trust is a connected family of schools, united by collaboration, professional trust, and a shared commitment to continuous improvement.

Our approach is built around three core beliefs:

Working together Our strong professional networks across our schools, combined with genuine autonomy enables staff to shape practice in response to their pupils and context.

Working to grow We are commitment to development for everyone, with clear career pathways, high-quality CPD, and opportunities to progress across the trust.

Working well Wellbeing and workload sustainability are embedded in how we operate, to help staff thrive in their roles.

Our aim is simple: to create an environment where colleagues are supported to thrive, empowered in their work, and prepared for long-term success.