Administrative Assistant

Job Description

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JOB DETAILS

Job Title: Administrative Assistant

Reporting to: Headteacher

Contract type: Permanent - 20 hours per week (8.30am-12.30pm Mon-Fri)

Working Weeks: 39 weeks per year (term time plus inset days and/or time in summer holidays)

Pay range: Scale 4, Point 8-9 - £26,824 - £27,254 pro-rata

Start date: ASAP

PURPOSE

To provide effective and efficient clerical and welfare support to the school.

RESPONSIBILITIES

To be a point of contact for both telephone, email and face to face enquiries and take messages and respond where appropriate.
To ensure school safeguarding and security arrangements are always complied with, including the issue of visitor's badges and signing of the visitors' book.
To accept and sign for deliveries as appropriate.
To provide hospitality for visitors to the school.
Calls to parents/carers at the request of teachers.
Trouble shooting problems/issues for parents.
To provide general clerical support and typing / word processing as required.
To undertake filing, photocopying and reprographic work as required, including the basic maintenance of the photocopier
To maintain the school diary
To provide general clerical support as required
Processing new pupil admissions
To be responsible for the preparation and maintenance of the manual and computerised pupil data records, including attendance details
To assist with the monitoring and maintenance of stock and order supplies as necessary
To be responsible for monitoring and reconciling online dinner money payments, ensuring all catering returns for school meals and free school meals are completed accurately, and maintaining liaison with parents regarding payment matters
To assist with the administration of school visits/trips in liaison with the teaching staff. Booking coaches, venues and setting up trip payments on Bromcom.
To assist with the set-up of the After-school Club timetable; liaising with external companies regarding safeguarding, risk assessments & third-party lettings.
To anticipate and prepare for scheduled events and seasonal activities by creating all necessary communications, payment processes and documentation in advance.
Be responsible for financial administration such as stock taking, preparing order for processing, placing and receiving orders, goods receiving and dealing with any order discrepancies.
Support with booking supply teachers.
Assist with reporting Frist Aid treatment to parents.
Any other reasonable duties as required by the headteacher.

KEY SKILLS AND REQUIREMENTS

Experience of administrative work in a busy office environment
Educated to NVQ Level 2 or equivalent
Good organisational skills
Ability to work accurately with attention to detail
Competent in Outlook, Word, Excel.
Knowledge of MIS Bromcom system a bonus
Ability to manage own time effectively
Communication and relationships: Strong communication skills and ability to build positive, professional relationships with pupils, families and staff.
Personal qualities: Patient, empathetic, adaptable and able to remain calm and positive in challenging situations.
Teamwork and organisation: Able to work independently and collaboratively, with good organisational and time management skills.
Safeguarding and professionalism: Understanding of safeguarding, confidentiality and commitment to inclusion, equality and pupil wellbeing.

THE APPLICATION PROCESS

We warmly welcome interested candidates to apply by letter / application form and submitting to KCarter@tlptrust.co.uk. Visits or a phone call to the school are positively encouraged to discuss the particulars of the position.

Closing date: 14 October 2026 at 12.00p.m.

Shortlist: 14 October 2026

Interview date: 19 October 2026

THE APPOINTMENT

We are committed to the safeguarding, protection and welfare of children and young people and expect all staff and volunteers to share this commitment. Following Safer Recruitment procedures, all appointments will be subject to an enhanced DBS check, medical clearance and satisfactory references.

The trust is an equal opportunities employer.

It is normal for the Appointment Committee to offer the appointment to the selected candidate on the day of the interview. It is, therefore, important that every candidate be ready to give a definite reply in the event of them being offered the appointment.

The school reserves the right to appoint a suitable candidate earlier than the stated closing date

Information about the School

We are proud of our history of providing education for children in the local area from 1869 when the school was first opened as a Penny School; the children of ordinary people were charged 1 penny a day whilst children of shopkeepers were charged 3 pennies. At this time the school was located at Brewers End (on the old A120) and the buildings can still be seen there. Since that time the school has grown and developed and in September 2012 the school relocated to a brand-new school on its current site at Priors Green, Little Canfield.

Currently the school has 351 pupils on roll based in 13 classes covering Year groups from Reception to Year 6. Each classroom is a good size and has effective IT resources to support high quality teaching and learning. Our superb staff are led by a strong Senior Leadership Team. Our outside areas have also been enhanced with some excellent PE equipment and re-energised spaces. The school is an integral part of the village of Takeley and Little Canfield working closely with all the other organisations in the area to promote a sense of community.

The behaviour of pupils in the school is exemplary and we have a behaviour system that builds on positive attitudes and achievements. Attitudes to learning reflect a growth mindset and our pupils are eager to learn and impress their teachers and parents/carers with the knowledge that making mistakes supports their learning.

We firmly believe that all our children are very special with the capacity to achieve in a variety of areas. ‘Learning, achieving and enjoying together’ is our core professional purpose and our staff are committed to develop the skills and talents of all the children in our care. Together we are all working towards our children being confident and independent learners who have the courage to seize all the opportunities available to them both now and in the future.

All appointments are subject to safer recruitment requirements to ensure the safeguarding of children and young people. All positions will involve appropriate checks and clearances.