Administrative Support Officer

Job Description

Job Description
Job Title Administrative Support Officer
Scale Essex 2020 Scale 6 Point 12 £22,183
Hours 37 hours a week, 39 weeks per year

Reports to Executive Headteacher, Headteacher
Liaison with Headteacher, Other staff, Pupils, Parents, External Agencies, Visitors,
Governors

Job Purpose

Undertake financial, personnel, premises and pupil related administrative
work to ensure an efficient and effective administrative service for the
school
Duties

Finance
 Maintain computerised financial records
 Be responsible for financial administration such as placing orders,
invoicing, preparing cheques, issuing receipts etc
 Helping to ensure the school is following 'Best Value' procedures
 To supervise the preparation of school monies and make appropriate
arrangements for banking
 Be responsible for issuing of invoices and collection of monies due to
the school
 Ensure preparation of orders, check full receipt following up any
discrepancies
 Undertake administrative tasks relating to licences held by the school
 Ensure all financial administration is carried out in accordance with
school financial regulations and policies
 Be responsible for maintaining the school inventory

Premises
 Set up and maintain the Smartlog system liaising with Health and
safety advisor where necessary.
 Undertake weekly /monthly monitoring tests e.g. water
temperatures.
 Liaise with contractors regarding maintenance and obtaining quotes
when necessary.
 Prepare and assist with the Health and safety audit.
 Maintain accident reports reporting to RIDDOR where necessary.
 Liaise with hirers regarding lettings requirements

Personnel
 Liaise with Trust HR manager with regard to all personnel matters.
 Maintain manual and computerised personnel records
 Liaise with Trust central payroll with regard to all administration
associated with payroll. Responsible for maintaining the Single
Central Record (SCR). This will include ensuring that the information
on the SCR is accurate and up to date and complies with current
statutory guidance.
 Be responsible for all administration arising from staff absence
 Maintain records of supply teacher employment.
 Advise school staff on pay and other personnel related matters,
taking advice as necessaryAdministrative
 Be responsible for administration of school lettings, liaising with the
hirer.
 To receive visitors to the school completing safeguarding
administration.
 Act as confidential secretary to the Headteacher
 Arrange for updating, publishing etc of school handbook, prospectus
and other documents
 Complete such returns as may be required by the LEA, DfES etc
 Word-processing
 Advise on and implement appropriate administrative
systems/procedures
 Take minutes

Supervision
 Supervise clerical/administrative operations and prioritise work
 Undertake appropriate induction and training and give advice and
support to other staff
Welfare
 Responsible for liaising with Parents of children who are hurt or
unwell.

General
 To participate in the performance and development review process,
taking personal responsibility for identification of learning,
development and training opportunities in discussion with line
manager
 To comply with individual responsibilities in accordance with the role,
for health and safety in the workplace
 Ensure that all duties and services provided are in accordance with
the School's Equal Opportunities Policy
 The Governing Body is committed to safeguarding and promoting the
welfare of children and young people and expects all staff and
volunteers to share in this commitment
 The duties above are neither exclusive or exhaustive and the post
holder may be required by the Headteacher to carry out appropriate
duties within the context of the job, skills and grade

PERSON SPECIFICATION
Administrative Officer at Margaretting primary School

Qualifications &
Experience

Specific qualifications &
experience

Successful experience of administrative work in a busy school environment
Knowledge of relevant policies and procedures
Working knowledge of general school policies and procedures
Literacy Good reading and writing skills
Numeracy Ability to count and undertake complex calculations
Technology Ability to use Microsoft Office, including; Word,
Excel. Power Point, Publisher & Outlook and other IT applications
Communication - Written Ability to complete detailed reports, forms and

letters

Verbal Ability to exchange verbal information clearly and
sensitively with children and adults

Languages Overcome communication barriers with children
and adults
Negotiating Ability to consult with colleagues in an effective
way
Working with children Behaviour Management Understand and implement the school's behaviour
management policy
SEN Good Understanding and support the differences in children and adults and respond appropriately in
relation to the role
Curriculum Good understanding of the learning experience provided by the school in relation to the role
Child Development Good understanding of the way in which children develop in relation to the role
Health & Well being Understand the importance of physical and emotional wellbeing
Ability to support children who may be unwell Working with others Working with partners Understand the role of others working in and with the school
Relationships Ability to establish rapport and respectful and trusting relationships with children, their families and carers and other adults
Team work Ability to work effectively with other adults in the school
Ability to work on own

Information

Ability to provide timely and accurate information
Responsibilities:

Organisational skills

Good organisational skills
Ability to work accurately with attention to detail
Time Management Ability to manage own time effectively
Creativity Ability to follow instructions effectively
General Equalities Demonstrate a commitment to equality
Health & Safety Good understanding of Health & Safety
Child Protection Understand and implement child protection procedures
Confidentiality/Data Protection
Understand procedures and legislation relating to confidentiality
CPD Demonstrate a clear commitment to develop and learn in the role
Ability to effectively evaluate own performance and share knowledge with other