Administrative Officer

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  • Kingston Park Academy
    Nottingham
    Visit Kingston Park Academy
  • Required for November 2018
    Application Closes: 24/10/2018
    Interview Date: To be arranged
    Job Length: Temporary
  • Post Is Part Time
    Weeks of work: 39
    Days of work: 5
    Hours of work: 17.75
  • Post: Administrative Officer
    Salary: C 12 - £17,173.00 to C 16 - £18,319.00 Pro-rata
    Responsible to: Office Manager
About Delta Academies Trust

Purpose of the job:

Under direction, to provide routine clerical, administrative support and receptionist support to the Academy.

Responsibilities:

  • To undertake reception duties, answering routine telephone and face to face enquiries and the signing in of visitors
  • To undertake day to day collection of dinner, club and trip money, weekly reconciliations and month end returns
  • To monitor lunch money, producing weekly debtors letters where required, recording and informing line manager when guidelines are not adhered to
  • To provide routine clerical support e.g. photocopying, filing, faxing, emailing, and completing routine forms
  • To act as the first point of contact for visitors, parents and pupils (ensuring all visitors are recorded on the signing in system), both in person and on the telephone
  • To ensure that everyone is dealt with in a courteous, professional, calm and friendly manner
  • To provide an excellent customer service to parents, pupils, colleagues and visitors to the Academy
  • To assist in the coordination of afterschool clubs/activities
  • To produce detailed reports
  • To deliver on behalf of the project team, small administrative projects or the administration of larger projects so that all information is kept up to date and coordinated
  • To support team members, sharing learning and best practice in order to contribute to overall team effectiveness
  • To assist with pupil’s first aid and welfare duties, looking after sick pupils, liaising with parents/staff as required
  • To assist with arrangements for visits by the Academy nurse, photographer, etc
  • To maintain manual and computerised records/management information system
  • To undertake typing, word processing and other IT based tasks
  • To sort and distribute mail
  • To order and monitor stock supplies, raising order or purchasing items required including after school clubs and staffroom provisions
  • To undertake general administrative duties including, but not limited to;
    • Preparing routine correspondence and standard forms
    • Managing meeting rooms and dealing with hospitality and signing in of visitors
    • Preparation of certificates, new parent/carer packs, handbook, etc
  • To assist with arrangements for Academy trips and events
  • To update the Academy website
  • To report inappropriate pupil behaviour and convey serious incidents to the Officer Manager/Principal as appropriate
  • To be aware of and comply with policies and procedures relating to child protection, inclusion, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
  • To be aware of and support equal opportunities policies
  • To contribute to the overall ethos/work/aims of the Academy and Trust
  • To attend and participate in relevant meetings as required
  • To take notes at meetings as required
  • To participate in training and other learning activities and performance development as required

 

To undertake other reasonable duties (with competence and experience) as requested, in accordance with the changing needs of the organisation.

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Experience and Knowledge

Key: A = Application, I = Interview And Assessment, R = Reference, C = Certificate

Essential

  • GCSE Grade C in English and Maths, or equivalent (I/C)
  • Relevant work experience or vocational training with regard to reception/office work (A/I)
  • RSA Level 2 word processing, or equivalent (A/I/C)
  • Familiarity with relevant school procedures, policies and guidelines (A/I)
  • Knowledge of a range of standard computer packages e.g. Microsoft Office, Outlook email (A/I)
  • Able to communicate clearly face to face, by telephone and in writing with a wide range of people (A/I/R)
  • Able to relate well to children and adults (A/I/R)
  • Able to work sensitively with confidential information (A/I/R)
  • Able to work with a high level of accuracy (A/I/R)
  • Able to work to demanding and often conflicting deadlines (A/I/R)
  • Able to work with a minimum of supervision (A/I/R)
  • Commitment to self and team development (A/I)
  • Able to maintain a safe, calm and happy ethos (A/I)
  • A commitment to abide by and promote the Academy’s Equal Opportunities, Health and Safety and Child Protection Policies (A/I)
  • A professional responsibility to promote and safeguard the welfare of children and young people (A/I)
  • The post holder will require an enhanced DBS (C)

Desirable

  • NVQ Level 2 Administration, or equivalent (A/I/C)
  • Experience of using SIMS or similar programme (A/I)
  • Experience of working in a school environment (A/I)