School Administrator/Receptionist
Location
Ark Boulton Academy
Salary From
Ark Support Staff Band 5 Outside London (£17,972 - £21,285)
Salary To
Pro Rata Salary Per Annum (£16,806 - £19,904)
 
Details
School Administrator/Receptionist

Ark Boulton Academy, Birmingham  

 

Salary:           Ark Support Staff Band 5 Outside London (£17,972 - £21,285)

    Pro Rata Salary Per Annum (£16,806 - £19,904)

 

“It takes a whole community to bring up a child.” We work closely with parents and community to support our children to develop a strong character and become confident young people.  

 

The Role 

As a School Administrator/Receptionist, you will provide a high standard of secretarial, administrative and management support in order to assist in the smooth running of all academy activities. As you will be the first point of contact to all visitors entering the academy, it is important that you provide a high standard of service and represent the academy in a positive professional manner. You will take a specialist role in one of the administrative areas covered by the reception team (cover, examinations, data and assessment, timetabling, reprographics, admissions).

The Individual 

You will ideally have experience of administration ideally within a school context. You are someone who is flexible, highly organised and able to multi-task and prioritise work to meet specific deadlines. You are someone who enjoys being part of a great team and you have a genuine passion and belief in the potential of every student. 

 

To find out more about Ark Boulton, please visit www.arkboulton.org. To apply for this post please visit www.arkboulton.org/vacancies or if you would like any further information about this role, please contact the HR team on 0121 773 8156.

 

Closing date: 26th April 2019   

 **Interviews will take place week commencing 29th April**    

 

Ark value diversity and are committed to safeguarding and promoting child welfare. The successful candidate will be subject to DBS and any other relevant employment checks. 


 Job Description:  School Administrator/Receptionist

Reporting to:         Office Manager
Salary:                     Ark Support Staff Band 5 (£17,972 - £21,285)

 Pro rata salary per annum (£16,806 - £19,904)

 Dependent on experience and qualifications.

Hours:                      36.5 hours per week, 42 weeks per year (39 weeks term time + 3 weeks to be arranged with the Office Manager to ensure reception holiday cover).

 

The Role

·         To provide a high standard of secretarial, administrative and management support in order to assist in the smooth running of all academy activities.

·         To provide a welcoming school reception presenting a positive image of the academy.

·         To take a specialist role in one of the administrative areas covered by the administration team

 

Key Responsibilities

Administrative Support

·         To support the academy in a full administrative capacity, including:

o   producing correspondence and reports, sometimes of a confidential nature

o   dealing with telephone and personal enquiries efficiently and effectively in a way which promotes a positive image of the academy

o   making maximum use of the academy’s information and communication technology

o   effective communication with parents, carers, and other education professionals via various media (written, oral, SMS text messaging etc.)

·         To meet and greet academy visitors, displaying due courtesy and tact, in order to ensure that visitors are welcomed into a friendly and professional environment 

·         To assist with relevant meetings as requested

·         To assist with creating documents (including presentations and spreadsheets) from scratch, ensuring finished documents are to an excellent standard.

·         To maintain full and accurate pupil records including individual folders and electronic records stored on the academy management information system

·         To take lead responsibility for the records of one year group

·         To provide reports, as requested, for the Principal, SLT, the Department for Education, ARK Central and other staff, ensuring the provision of accurate and appropriate information to relevant parties

 

Reception and Welfare

·         To undertake academy reception duties answering routine telephone and face to face enquiries, responding to school access buzzer and signing in visitors

·         To show visitors around the school where necessary

·         To ensure first aid room is suitably stocked

·         To be a first aider

·         To liaise with parents and medical professionals, where required, if pupils are unwell

Examinations

  • To assist in the conduct of GCSE and other internal assessments. This may include:

o   Dissemination of information to staff

o   Invigilation of assessments, examinations or controlled assessments

o   Seating of students for external examinations via the academy’s MIS system

o   Production of examination timetables via MIS, and distribution of such

o   Arranging accommodation of examinations

o   Liaison with agencies regarding the employment of invigilators

o   Training of invigilators and production of training materials

o   Receiving and checking of papers

o   Opening and maintaining security of papers

o   Packaging of scripts

o   Being present on results day to assist in the distribution of results

o   Assisting with the administration of requests for reviews or marking

o   Assist with the gathering and recording of destination data

o   Other required assistance to the Exams Officer or Exams Specialist

  • Specialist: To assist the Exams Officer in the whole process and to learn all the rules and regulations so as to deputise for the Exams Officer in their absence

Assessment Data

  • To assist in the collection, maintenance, reporting and analysis of assessment data. This may include:

o   The maintenance of base student assessment data e.g. KS2 data, reading ages, UPN numbers, ULN numbers

o   The setting up of assessment screens

o   Chasing of internal assessment data in order to meet entry deadlines

o   The production and printing of student reports including reports for progress days, reports for parents’ evenings, reports for colleges etc.

o   To assist in any analysis required, including the interrogation of CCR!

o   To assist the Data Manager in any other aspect of data related work

  • Specialist: To assist the Data Manager in the whole process and to learn the assessment areas of CCR! and the academy’s MIS so as to deputise for the Data Manager in their absence and provide support to the other administrators in this area

Admissions

·         To assist the office manager with the admissions processes across the academy, liaising with the local authority, teachers and parents/carers as required, including:

o   meeting and greeting prospective parents/carers and helping with queries regarding admissions to the academy

o   managing the collection of data for the new intake of pupils each year

o   managing the collection of data for any in-year admissions

o   maintaining and accessing the waiting list

o   answering all admissions queries

o   liaison with primary schools regarding the Y6 intake

o   obtaining and uploading ctf files to the academy’s MIS

·         Specialist: To learn the end to end admissions process, ensuring student enrolment is in line with the academy’s policy.

  • To build extensive knowledge in this area, supporting the other administrators in this area and deputising for the Office Manager as required.

Cover

·         To assist in the academy’s requirements regarding cover arrangements. This may include:

o   Record of  staff absences

o   Record of room closures

o   Assist with assigning cover for staff, or for rooms

o   Distribution of cover arrangements

o   Respond to adhoc changes in cover requirements

o   Production of reports regarding cover arrangements

·         Specialist: To learn the whole cover process to a level so as to deputise for the Cover manager and provide support to the other administrators in this area

 

Timetable

·         To assist in the maintenance of the academy’s timetable.  This may include:

o   Record of changes in staff/teaching group allocation

o   Record of  changes in room allocation

o   Undertake student population; record of movement between groups

o   Undertake bulk-print and adhoc print of student timetables

o   Creation of new groups/withdrawal groups

o   Assist with the annual design and programming of the timetable

 

Reprographics

·         To provide a reprographics service to the academy, producing accurate copy in a timely manner

·         Specialist: To learn the mechanics of the reprographics machine, liaise with the supplier regarding repairs, and advise the other administrators on the use of the copier

 

Other

·         To undertake training and development relevant to the post and in line with the academies priorities

·         To undertake any task as directed by the Principal, Finance & Resources Director, other SLT or Office Manager.

 

Person Specification: School Administrator/ Receptionist

 

Qualification Criteria

·         Right to work in UK

·         Maths and English GCSE or equivalent at grade C or above

·         Relevant qualifications in office administration and IT applications desirable.

·         First Aid (or willingness to undertake)

 

Knowledge and Experience

·         Experience of administration ideally within a school context

·         Experience of using databases and MIS (Bromcom desirable)

 

Personal Characteristics

·         Genuine passion and a belief in the potential of every pupil

·         Flexible, highly organised and able to multi-task and prioritise work to meet deadlines

·         Helpful, approachable and positive nature and ability to stay calm and diplomatic under pressure

·         Able to take ownership of tasks and work with minimal supervision

·         Have exacting standards and a keen eye for detail

·         Keen to learn and further develop own skills

·         Exercises sound judgment, especially relating to confidentiality and discretion.

 

Specific Skills

·         Excellent written and oral communication skills

·         Good IT skills, including the ability to confidently use Microsoft Word, Excel and Outlook

·         Willingness and ability to learn and operate new IT systems and databases

·         Excellent administrative and organisational skills 

·         Understands the importance of confidentiality and discretion

·         Ability to prioritise workload and hit deadlines.

Other

·         Commitment to the safeguarding and welfare of all pupils

·         Willingness to undertake training

·         The post holder will be subject to an enhanced Disclosure and Barring Service check.

 

Ark value diversity and are committed to safeguarding and promoting child welfare. The successful candidate will be subject to DBS and any other relevant employment checks.