Job Description
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Admin/Clerical Officer (including Home to School Transport Coordination)
Grade
Scale 4 (Points 8 - 9) or equivalent (£27,709 - £28,153 FTE, Actual Salary £24,924 - £25,324)
Reports To
Headteacher / School Business Manager / Senior Administrator
Liaison With
Headteacher, Senior Leaders, Teaching and Support Staff, Pupils, Parents/Carers, Transport Providers, Local Authority Transport Team, External Agencies and Visitors.
Purpose of the Role
To provide effective and efficient administrative, clerical and reception support to the school, whilst coordinating and supporting home to school transport arrangements to ensure the safe arrival and departure of pupils each day.
Main Duties and Responsibilities
Reception and Communication
- Act as the first point of contact for telephone, email and face-to-face enquiries.
- Welcome visitors and ensure school security procedures are followed, including visitor sign-in processes.
- Receive, distribute and respond to routine enquiries from parents, carers and external agencies.
- Accept and sign for deliveries and ensure they are passed to the appropriate person.
- Provide hospitality and support for visitors when required.
Administrative and Clerical Duties
- Provide general administrative and clerical support to the school.
- Undertake typing, word processing, filing, photocopying and document management.
- Maintain pupil records, attendance data and other school databases.
- Manage incoming and outgoing post.
- Monitor and order office supplies and maintain stock levels.
- Support the administration of educational visits and school events.
- Maintain diaries, schedules and meeting arrangements as required.
Home to School Transport Coordination
- Coordinate and oversee the safe arrival and departure of pupils at the beginning and end of the school day.
- Liaise with transport providers, drivers, passenger assistants and parents/carers to ensure transport arrangements run smoothly.
- Maintain accurate transport records and communicate changes promptly to relevant staff and families.
- Ensure transport arrangements for respite provision and other agreed destinations are effectively coordinated.
- Check that pupils travelling to respite or alternative provisions have required belongings, medication and documentation.
- Monitor daily transport issues and escalate concerns promptly to senior leaders.
- Liaise with the Local Authority transport team regarding transport queries, changes and incidents.
- Support school staff during pupil arrival and departure times to ensure safe and efficient procedures.
- Be available to respond to transport-related enquiries and concerns from parents and providers.
- This role requires two weeks working over the summer break to liaise with transport teams and families.
Welfare Support
- Administer first aid in accordance with school policy and training.
- Liaise with parents/carers regarding pupil illness or injury.
- Support visits from health professionals and external agencies.
- Contribute to the welfare, wellbeing and safeguarding of pupils.
Financial Administration
- Assist with the collection and recording of monies, including school meals, trips and other school activities.
- Prepare monies for banking and maintain accurate records.
- Assist with purchase orders, invoices and financial administration in accordance with school procedures.
- Support the administration of petty cash and school funds where required.
General Responsibilities
- Maintain confidentiality and comply with Data Protection requirements.
- Follow school policies and procedures, including safeguarding, health and safety and equality policies.
- Participate in performance management, training and professional development.
- Attend meetings and training relevant to the role.
- Undertake any other duties commensurate with the grade and responsibilities of the post as directed by the Headteacher.
Person Specification (Summary)
Essential
- Experience of working in a busy administrative environment.
- Good organisational and time-management skills.
- Experience using Microsoft Office and school information systems.
- Excellent communication and customer service skills.
- Ability to manage sensitive information confidentially.
- Ability to work effectively as part of a team and independently.
- Understanding of safeguarding and health and safety requirements.
- Ability to prioritise competing demands and maintain accurate records.
Desirable
- Experience working within a school environment.
- Experience coordinating transport or logistics arrangements.
- First Aid qualification.
- Knowledge of Local Authority transport processes and SEND transport arrangements.
Benefits:
- Employee support programme
- On-site gym, free to employees
- On-site parking
- Free tea and coffee
- Training and development opportunities