School Office Administrator – Independent Jewish Day School

The Wohl Enterprise Hub; City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A notable educational organization in City Of London is seeking an administrative support professional. The role entails providing proactive support across various school functions, including handling communications and data management. Candidates should have experience in a school office and a strong commitment to confidentiality. Join a family-friendly environment dedicated to high standards in education.

Benefits

Warm, family-friendly atmosphere

Supportive leadership team

Engaged and eager students

Opportunity to uphold high standards

Responsibilities

• Deliver business support services and wider school administration.
• Answer telephone and record messages professionally.
• Maintain key databases for accurate pupil data.
• Process staff absence forms for payroll accurately.
• Assist in the production of offer letters and contracts.
• Manage pupil admissions and ensure data confidentiality.
• Facilitate school events and manage correspondence.

Skills

Experience of working in a school office

Confidentiality management

Workload management

Creative problem-solving

Organizational skills

Proficient in technology & MIS management

Team player

Job description

Overview

Our jobs board is constantly changing with new jobs being added every day. If you would like to apply for any of the jobs we are advertising, please be in touch with your Work Avenue adviser or contact Yael [e-mail] stating which role you are interested in.

Details

Location: Permanent

Hours: 24 hours a week. Flexible and term time only

Date: 29th October 2025

Main Purpose of the Job

Delivery of a proactive, supportive, compliant and effective business support services and wider school.

• Covering and supporting the Admin assistant and Receptionist duties, including during periods of absence, breaks or when their task may require them to be away from the desk

• To answer the telephone in a friendly, professional manner and record and pass on messages as appropriate.

• To provide a warm welcome for parents, visitors and colleagues and deal with their requests in an efficient and professional manner.

HR & Payroll

• Maintenance of key databases to ensure accurate pupil and staffing data is held at all times.

• Ensure accurate processing of staff absence forms, including for the purposes of payroll

• To produce the School’s workforce census

• Process and record staff forms, including starter and leavers processing

• To assist in the production and distribution of offer letters, contracts of employment, contract variations and terminations as necessary.

• To assist and support in the collation of staffing data for the purposes of audit, budgeting and analysis

• Ongoing maintenance of the School Single Central Record, ensuring compliance at all times.

• Process DBS checks as required for staff, Governors, volunteers and others as required

Finance & Procurement

• Working with the caretaker to check in deliveries and verify against invoices

• To receive and upload invoices into schools chosen finance system in a timely manner.

• To place approved orders with suppliers

• Record departmental/class spend to understand remaining balances and liaise with budget holders as necessary

• Manage nursery paperwork, including on admission and throughout

• Manage the local authority funding, including in receiving and processing eligibility of Extended Provision claims

• Process Local Authority funding claims for Universal and Extended provision including liaising with the local authority

• Chase for unpaid trips and charges

Admissions & MIS

• Ensure accurate and timely data is maintained in the MIS. Including but not limited to absence, registration, medical needs, Parent/Carer or legal guardian, emergency contacts, dietary requirements/allergies, safeguarding and independent travel.

• Assist with both, annual and in year pupil admissions including the “off and on rolling” of pupils annually. Including importing and exporting CTFs for new pupils, leavers, new September intakes, school transfers and other requirements to the local authority and ensuring the Admissions Policy is adhered to.

• Co-ordinate pupil details and action what information is required for the senior leadership team, teaching staff and external organisations.

• Ensure that the confidentiality of sensitive data is not compromised.

• Manage collation of pupil reports

Communications

• Production of letters and messages to parents and the wider school community

• Manage academy correspondence to parent/carers e.g. office email account – incoming & outgoing including communications to be sent home.

Events, Clubs & Trips

• Provide support for teaching staff in relation to trips, visits and residentials including booking providers & gaining quotes for coaches, management of correspondence and permissions from parents, setting up payments for trips as appropriate.

• Manage security bookings

• Assist with the coordination and facilitation of Academy events, such as parent evenings, events and performances including the management of online booking processes and communication related.

Premises and Health & Safety

• Support in the maintenance of premises records, including regular health and safety checks carried out by the caretaker and external providers and regular maintenance

• Booking regular maintenance requirements, including PAT testing and others

• Booking contractors etc when required

• Supporting in Health and Safety audits

• Support with the maintenance of the Fixed Asset register

This is not an exhaustive list and post holders will need to be flexible in their duties to carry out any other tasks commensurate within the role and falling within the general scope of school administration, as requested by the School Business Manager and the Headteacher.

The successful candidate will

• Have experience of working in a school office
• Maintain confidentiality
• Be able to manage a workload in a busy school office
• Come up with creative solutions to problems
• Be well organised
• Be proficient in technology and management of MIS
• Be a team player

We can offer you

• A warm, family friendly school
• Supportive SLT, Governors, staff and parents
• Children who are eager to learn
• Passion for high standards

For more information and to be personally recommended for the role, please contact [e-mail]