Job Description

Post Title: Administrator 

Reporting To: Lead Administrator

Responsible for: The reception function and general administration of the school. 

Salary Grade Range: Cornerstone Support Scale

1. This job description is not a comprehensive definition of the post. Discussions will take place between the Executive Headteacher and the post holder on a regular basis to clarify individual responsibilities within the general framework and character of the post identified below.
2. In drawing up this job description the Executive Headteacher acknowledges his responsibility in those ways defined for Headteachers in his Contract of Employment, to enable the post holder to carry out the assigned duties and responsibilities. The Executive Headteacher will consult you as appropriate during any review of these duties.

Part 1:

1.1.  Exercise of general duties

To assist in the general administration of the Trust and its functions, including front of house and back office functions. To respond to enquiries from parents and others in ways that support and enhance the ethos and aims of the Trust.

1.2.  Exercise of particular duties

You shall perform, in accordance with any directions which may reasonably be given to you by the Leadership Team, and Lead and Senior Administrators from time to time, such particular duties as may reasonably be assigned to you within the nature and character of the post and, including:

• Undertaking ‘front of house’ duties, including responding to parents’ and visitors’ requests in person, via telephone or email, and checking and managing deliveries
• As part of the administrative team undertaking Trust-wide administrative functions, such as the administration of the dining, music and bus services as required.
• Supporting the development and reporting of timely information to the Leadership Team.
• Ensuring that administrative team deadlines are met and highlighting any issues to the Lead and Senior administrators and Leadership Team as necessary.
• Working with other staff to ensure letters and other communications are released in a timely and accurate manner.
• Communicating effectively with external bodies.
• Maintaining the accuracy of the trust’s pupil and management information systems.
• Ensuring that effective filing systems are maintained.
• Undertaking routine administrative tasks, e.g. data inputting, filing, photocopying, minute taking, mail merging letters etc. as required.
• Using IT systems and software as required to support the administrative function of the Trust.
• Supporting the Trust-wide administrative team during absence or with workload as necessary.
• Undertaking any other duties commensurate with the grading of the post.

1.3. Other activities:

• To protect and maintain confidentiality.
• To help to promote pupils’ good behaviour and discipline through positive interactions with the pupils and participating fully in strategies agreed as part of any pupil’s individual behaviour plan.
• To communicate information effectively to other professionals whenever required to do so.
• To participate in meetings arranged for any of the purposes described above.
• To be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, and reporting all concerns to an appropriate person.
• To be aware of and support difference and ensure all pupils have equal access to opportunities to learn and develop.
• To contribute to the overall ethos/work/aims of the school.
• To appreciate and support the role of other professionals.

1.4.  Performance Management:

Participating in arrangements made for the performance management process at the Trust including:

• Reviewing from time to time your own methods and programmes of work;
• Participating in arrangements for your further training and development as an Administrator.

1.5. Discipline, health and safety:

• To maintain good order among the pupils, safeguarding their health and safety when they are authorised to be on the school premises.

1.6. Staff meetings:

• To participate in meetings at the school which relate to the administration or organisation of the school, including pastoral arrangements.
• To participate in administrative and organisational tasks related to such duties as are described above including the ordering and allocation of equipment and materials commensurate with the position.

1.7. Administration:

Participate in administrative and organisational tasks related to such duties as are described above (paragraphs 1.1 to 1.6).

1.8. Working time:

You shall be available to perform such duties at such times and in such places as may be specified by the Executive Headteacher for your contracted hours in any school year, those hours to be allocated reasonably throughout those days in the school year on which you are required to be available for work.

Time spent in travelling to or from the place of work shall not count against the hours worked.

You shall not be required under your contract as an Administrator to undertake midday supervision and you shall be allowed a break of reasonable length either between school sessions or between the hours of 12 noon and 2.00pm.

Part 2:

2.1. Basic skills and competences:

• The ability to manage and disseminate information in a range of different formats in employing various media.
• A willingness to acquire knowledge, understanding and competence in ICT skills.
• A willingness to develop communication skills.
• A willingness to acquire knowledge of the current education framework.
• The ability to work successfully with others with respect to ‘getting things done’.

Part 3:

The post requires you to support those who work and learn within the establishment and to do so at the reasonable direction of the Executive Headteacher or his/her representative. This job description may be reviewed at the end of the academic year or earlier if deemed necessary. It may be amended at any time after consultation with you. The contents of this job description are known to have been, as appropriate, discussed with the post holder in question.