Administration Officer

What skills and experience we're looking for

JOB DESCRIPTION

Job Title: Administrative Officer

Grade: Scale 4

Person reports to: Head Teacher, School Business Manager

Staff supervised: No line management responsibilities

Purpose of job:

• Be responsible for all aspects of the day-to-day organisation and maintenance of the school office and its procedures.
• Provide administrative support to the Headteacher, School Business Manager and the Senior Leadership Team.
• Comply with Newham Council’s Equal Opportunities Policy and promote the inclusion of all children, staff, families and the wider community into the daily life of the school.

Equal opportunities:

The Council is committed to promoting equality, diversity, and inclusion in all aspects of employment. All recruitment, selection, training, and promotion decisions are based on fair, job-related criteria. We expect all employees to respect these principles, contribute to a positive working environment, and help ensure that no one experiences discrimination or harassment.

Duties and Responsibilities:

General Administration:

1. Provide efficient and professional administrative support to the Headteacher, Senior Leadership Team (SLT), and teaching staff.

2. Handle school correspondence (emails, letters, and phone calls) promptly and professionally

3. Deal with routine correspondence and ensure responses are timely and accurate.

4. Be responsible for drafting and sending a variety of materials (e.g. letters, newsletters, and leaflets) to parents.

5. Undertake typing, word-processing, and other complex IT-based tasks as required.

6. Desktop publish documents and resources for various school purposes.

7. Provide personal, administrative, and organisational support to other staff (e.g. writing support letters).

8. Assist with school meals administration, including setting up new staff members on the school meals booking system.

Parent, Visitor, and External Liaison:

• Act as a welcoming first point of contact for parents, visitors, and external agencies, ensuring a supportive environment.

• Receive telephone enquiries and calls from parents and the public, providing relevant information as needed.

• Contact parents/carers when necessary, ensuring follow-up on medical issues, attendance, visits and other needed matters.

• Be tactful and maintain confidentiality for all concerned, including staff, parents, children, and visitors.

• Show the families of new admissions around the school.

Pupil Records and Data

1. Maintain manual and computerised record/information systems (e.g. SIMS), ensuring the upkeep and maintenance of pupil data.

2. Provide administrative support for processing pupil records, including updating and maintaining accurate data.

3. Maintain and update school databases and filing systems in line with GDPR regulations.

What the school offers its staff

We can offer

• A warm, diverse and friendly school
• A Growth –Mindset ethos
• A strong supportive leadership team
• Oportunities for CPD
• Happy well- mannered children

Commitment to safeguarding

Grange Primary School is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. We have many policies and procedures in place that contribute to our safeguarding commitment, including our Child Protection and Anti–Bulling Policies which can be viewed in the policies section on our website.