Academy Administrator/Receptionist

Isaac Newton Academy, Redbridge

Interim Principal: Jo Spencer

Academy Administrator/Receptionist Required as soon as possible

New all-through mixed 4-18 comprehensive in Redbridge.

In September 2012 Isaac Newton Academy opened with its inaugural cohort of 180 year 7 students. The school has grown, year on year, to become an 11-18 academy of 1250 students with specialist status in mathematics and music. In 2014 the primary phase of the academy opened to 90 reception-aged children. This too will grow each year, until full in September 2020.

We are now looking for a Academy Administrator / Receptionist to join our team of staff. The successful candidate will be the front-facing representative of Isaac Newton Academy, dealing with visitors, pupils, staff and other stakeholder groups. They will be responsible for upholding the vision and ethos of the Academy at all times and providing an excellent level of customer service.

Our ideal candidate will:

have experience of liaising with pupils, staff members and external stakeholders
have experience of running effective reception support, ideally within a school environment
possess excellent administrative and organisational skills
be committed to Ark’s ethos of high expectations.

In this role you will:

play a key role in the evolution of Isaac Newton Academy
join the Ark Schools network, with comprehensive career and professional development provisions.

If you are seeking a challenging and highly rewarding position, enriching the lives of the students who attend Isaac Newton Academy and members of the local community, then we are keen to hear from you.

If you have any technical issues with the application form please contact our recruitment team on 0203 116 6345 or recruitment@arkonline.org . For a candidate information pack or an informal, confidential discussion please contact Adeel Hussain, on 020 8911 6657 or a.hussain@isaacnewtonacademy.org

Please complete your application by 11:59 on Tuesday 30th October 2018

Location: Ilford, Redbridge

Start date: As soon as possible

Deadline: 11:59 on Tuesday 30th October 2018

Salary: ARK Band 4 - £18,357 -£19,916

Hours: 52 Weeks Per Annum. 36 hours per week

Ark is committed to safeguarding children; successful candidates will be subject to an enhanced Disclosure and Barring Service check.
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Job Description: Academy Administrator/Receptionist

Reprting to: Office Manager

Start date: As soon as possible
Salary: Ark Support Band 4
Hours: 36 hours a week, 52 weeks per annum
Disclosure level: Enhanced

This job description should be read in conjunction with the Isaac Newton Academy Mission/Vision and Expectations papers found on the final pages of this brief.

The Role

To provide a comprehensive administrative support service in order to ensure the smooth running of the academy office
To act as Academy receptionist, answering incoming calls, responding to emails, greeting visitors and dealing with all correspondence and communication appropriately
To make maximum use of the Academy’s developing information and communications technology, including the network for diary management and the effective management of databases
To input student data and manage student records
To manage the day to day administration tasks associated with student attendance.

Key Responsibilities

Reception

To ensure a welcoming and efficient reception for visitors and parents, providing a first point of contact for all incoming calls to ensure that they are answered in a timely and professional manner.
To ensure that all calls and messages are correctly routed to their intended recipients, or an appropriate member of staff, to assure a quick and effective communication system
To ensure that DBS requirements are followed for all visitors to the Academy
To manage the secondary Academy’s general email account and voicemail, ensuring all messages and emails are screened and forwarded to relevant colleagues in a timely manner
To ensure that the greeting to the secondary Academy’s voicemail are changed to ensure that callers receive up to date information, should their call not be answered
To ensure the reception area is clean, free from clutter and well presented
To deal with all outgoing post, including recorded delivery requests, ensuring correct postage and timely delivery. To sort and distribute incoming post on a daily basis
To support with administration associated with Parents’ Evenings, Open Evenings and other key Academy events and to provide front of hours support for these events.

Administration

To ensure a business-like office environment and promote good relations with all staff
To use the Academy’s databases and administrative systems, ensuring relevant information is disseminated to appropriate members of staff
To produce documents (including correspondence, reports and spreadsheets) as required
To arrange for monies to be refunded to Wisepay accounts as a result of student absences, fasting, errors etc
To send text messages to parents on behalf of staff
To maintain the Academy’s system for collection of valuables
To ensure stationery stocks within the reception area is checked and replenished in a timely manner
To provide refreshments for meetings when required

Attendance

In the absence of the Administrative Officer, Attendance:-

To undertake first day absence calling in a timely fashion and to notify staff by email of all student absences
To ensure the correct attendance mark is put into the register and to review and amend attendance marks as is necessary
To chase parents for written confirmation of their child’s absence where the Academy has not previously received a phone call
To liaise with the Pastoral Leader for attendance, where necessary.

Work Experience

To support the AP to deliver a range of rewarding work experience placements by liaising with potential companies to enlist their support in hosting a student
Reviewing list of placements with Assistant Principal to ensure they are suitable
Dealing with calls/emails/queries from parents and students regarding their placement with the aim of resolving complex problems or issues
Issuing documentation to companies hosting students and chasing non responses
Issuing documentation to staff undertaking placement meetings and ensuring that all paperwork has been returned
Analysing data collected and presenting this to Assistant Principal.

Wisepay Debts

To be responsible for the chasing of Wisepay lunch money and music tuition fees.
Maintaining a debtors register showing the level of debt owed and actions undertaken to recover the debt
Making phone calls and sending letters to parents requesting that they clear their debt
Arranging meetings for the FRD to meet with parents to discuss setting up payment plans
Liaising with solicitors about the course of action to take forward the suggested action
To undertake the drafting of documents and building a file of evidence to present to court.

Other

To cover for absent colleagues and undertake other duties commensurate with the grade.
To support administration and other operational staff as and when required.
To actively promote the Academy and liaise with outside agencies as necessary, representing the Academy or Ark as appropriate
To maintain a presence around the school to ensure that the highest standards of behaviour and site-usage are upheld
To communicate and liaise with staff, students, parents, governors and members of the local community as appropriate
To be active in issues of staff and student welfare and support
To provide cover as directed by your line manager and SLT which could include cover for the Librarian and test/exam invigilation
To comply and assist in the development of policies and procedures in relation to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
To demonstrate a commitment to Equality of Opportunity for all members of the Academy’s priorities
To undertake any other professional duties as set down in the Ark pay and conditions of service document, and as directed by the Principal.
To be actively involved in the academy’s enrichment provision.
To act as a BRIDGES mentor.
To support with whole school initiatives, attending whole school events and assemblies.
To act as First Aider when required.
To carry out a weekly student supervisory duty and a P.E. gate duty.
To undertake training and development relevant to the post and in line with the Academy’s priorities.
To undertake any other professional duties as set down in the ARK Schools pay and conditions of service document, and as directed by the Principal.

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Person Specification: Academy Administrator/Receptionist

Qualifications

Right to work in the UK
GCSE English and Mathematics grade C or above (or equivalent) (desirable)
First Aid qualification or equivalent (desirable).

Experience

Experience of running effective reception support
Experience of working in a school setting and liaising with pupils, staff members and external stakeholders (desirable)
Excellent administrative and organisational skills
Competent user of Microsoft Office and confident to learn and use new technologies.

Behaviors and Qualities

Vision aligned with ARK and the Academy’s high aspirations and high expectations of self and others
The ability to work in close harmony with all staff
The ability to follow instructions accurately, but make sound judgements and lead when required
Excellent listening skills and ICT skills (word, excel, internet, email and MIS/Facility databases)
Strong interpersonal, written and oral communication skills
Strong organisational and time-management skills and the ability to delegate appropriately
Hard working, conscientious and accurate
Adaptable, flexible and able to work with minimum supervision
Approachable, calm and caring
Passion, resilience and optimism to lead through day-to-day challenges while maintaining a clear strategic vision and direction
A firm and constant belief in the unlimited potential of every student and a commitment to inclusive educational provision
The ability to skillfully manage and maintain effective working relationships with parents, governors, community members and other stakeholders
A commitment to the safeguarding and welfare of all students
An understanding of the importance of confidentiality and discretion
The ability to develop positive relationships with all young people
The ability to take personal responsibility, a readiness to reflect and self-evaluate and the ability to change, improve and develop.
Confidence and self-motivation.
The ability to work well under pressure.
The ability to be decisive.
High levels of honesty and integrity.
A sense of humour and desire to have fun.

Other

This post is subject to an enhanced Disclosure and Barring Service check.

Ark is committed to safeguarding and promoting the welfare of children and young people in our academies. In order to meet this responsibility, we follow a rigorous selection process. This process is outlined here, but can be provided in more detail if requested. All successful candidates will be subject to an enhanced Disclosure and Barring Service check.

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Academy Administrator/Receptionist

Location: Ark Isaac Newton Academy

Salary: £18,357 - £19,916