Administrative Assistant

Job Description

Job Title
Administrative Assistant

Hours:
Part time: 23 hours per week, 39 weeks per year (term time plus inset days and one week in the school holiday's)
Grade
Scale 3, Point 6 -9

Reports to
Office Manager

Liaison with
Senior Leadership Team, Teachers, Learning Support Assistants, Therapists (Speech & Language, Occupational and Physiotherapy), School Nurse, Parents/Carers, Social Care Professionals, Essex County Council Services and External Agencies.
Application close date
Friday 31 July 2026

Interview Date
Week commencing 3 August 2026.

Job Purpose

The purpose of the role is to provide effective and efficient clerical support to the school by creating a welcoming reception experience for staff, parents and visitors.

The successful candidate will support the office team as a point of contact for both telephone and face to face enquiries and take messages where appropriate.
Key Responsibilities
· Ensure compliance with school arrangements, including issuing visitor badges.

· Make and receive phone calls as required.

· Ensure dinner registers are completed in an accurate and timely manner, liaising with relevant colleagues as necessary.

· Assist in managing the school's email inbox and forwarding relevant emails and maintain the school's central diary.

· Update information on the school's website and various government portals.

· Manage school files in accordance with data protection and the records retention policies.

· Assist with the organisation of events, trips and school visitors.

· Format and distribute the newsletter.

· Manage the school calendar coordinating with teaching colleagues.

· Participate in performance and development reviews.

· To comply with individual responsibilities, in accordance with the role, for health & safety in the workplace

· Ensure that all duties and services provided are in accordance with the School's Equal Opportunities Policy

· To undertake other general clerical support as required

The duties above are neither exclusive nor exhaustive and the postholder may be required by the Headteacher to carry out appropriate duties within the context of the job, skills and grade
Person Specification:

The successful candidate will demonstrate

· a strong adherence to confidentiality by upholding the school's commitment to safeguarding and promoting children's welfare.

· a friendly, welcoming and professional disposition

· they are highly organised with good attention to detail.

· be confident in communicating with parents, staff and pupils.

· an ability to managing competing priorities.

· confidence using IT systems.

· they can take personal responsibility for identification of learning, development and training opportunities.

The school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share in this commitment
Experience

Essential

· Experience of administrative work in a busy office environment

· Educated to NVQ Level 2 or equivalent and have good numeracy, reading and writing skills.

· Have a working knowledge of word and excel IT packages.

· Able to exchange verbal information clearly and sensitively with children and adults.

· Good organisational skills and ability to manage own time effectively.

· Ability to provide timely and accurate information.

Desirable

· General understanding of the operation of a school office

· Have a working knowledge of other IT packages.

Personal Qualities
Essential

· Commitment to safeguarding and promoting the welfare of children and young people.

· Patience, empathy and resilience.

· Positive, flexible and solution-focused approach.

· Understand and support the differences in children and adults and respond appropriately.

· Work well as part of a team.

· Have a professional attitude with good organisational skills to be able to use their own initiative.

· Remain calm under pressure.

· Have a sense of humour

Information about the School

Harlow Fields School and College is an all age special school for pupils with severe, moderate and complex needs. We are an inclusive, vibrant learning environment offering high quality education and care for all.