The King S School
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THE KING’S SCHOOL ‘ Specialising in Mathematics and Computing’ JOB DESCRIPTION
1. POST TITLE: Receptionist/Administration Ast DEPARTMENT: Business Administration Team
GRADE : Grade 4 CONTRACT: 37 hrs per week Term Time + 5 Days
POST LOCATION: The King’s School
2. REPORTING TO:
Line Manager: Office Manager
3. OVERALL PURPOSE OF POST:
To maintain an efficient and welcoming reception. To promote a friendly, positive image of The King’s School (TKS) at all times. Act as the note taker for the Governors’ Committee meetings. To assist support staff and teaching staff with general administration tasks e.g. Drafting correspondence and arranging meetings with parents /carers etc. Assist with the organisation of events, such as the Open Evening, Intake Day etc. Providing general support within admin areas to ensure good working practices. eg. Year Achievement Leaders/ Careers Information & Guidance/Student data/Basic First Aid)
4. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIREMENTS FOR THE POST:
Essential Desirable
Qualifications/ Training GCSE (grade A-C) or equivalent Admin qualification in English and Maths ICT qualification First Aid qualification
Skills/ Knowledge Accredited keyboard and ICT Safeguarding; skills in word processing, Data Protection; databases and spreadsheets. Freedom of Information; Where recent up to date Health and Safety. accreditation of these skills is not in place the candidate must demonstrate an appropriate level of skill in these areas and undertake further training as required.
Excellent communications skills; Appreciation of the need to maintain confidentiality; Forward thinking and innovative approach to work; Ability to work constructively as part of a team; Prioritisation skills; Ability to work on own initiative; Ability to establish good working relationships with colleagues; To demonstrate a flexible attitude to team working; To be efficient and well organised, able to meet deadlines; To have the ability to remain calm under pressure; To have the ability to operate effectively within different groups and with people at all levels; To have a commitment to continued professional development; To be able to interpret information.
5. RESPONSIBILITIES AND ACCOUNTABILITIES
(What the job is expected to achieve)
Business Administration Team Duties: To take accurate messages and pass on all information promptly to staff (distribution via voicemail, pigeon-hole or email systems – or personally if urgent). To welcome visitors on site and follow signing in procedures. When sited at the Main Reception daily checking and forwarding/actioning of all e-mails sent to main Admin address within school, ensuring promptly sent to relevant members of staff on receipt. Ensuring telephone system is updated where necessary (date, time, change of extension numbers/users etc.) when sited on Main Reception. Updating and distribution of Internal Telephone List when required.
Administration Support
To provide accurately typed documents, meeting deadlines when required, using TKS format and distributing letters accordingly. This may include using mail merge. Operate relevant equipment/ICT packages (e.g. MS Office, internet, intranet, SIMS, E-mail) Design documents for use within school – i.e. certificates/posters and PowerPoints. To assist teaching staff with SIMS information requests, i.e. student personal information, timetable enquiries, Form Groups etc. Work with appropriate documents to maintain TKS’s corporate identity. Maintain effective and efficient administrative and filing systems, including electronic. Maintain the necessary degree of confidentiality at all times. General Administration
To deal with school mail and parcels and distribute to appropriate areas. To deal with outgoing post, including franking mail with appropriate postage and taking same to Post Office when sited on main reception. To support and provide administration to a range of school teams, including Careers Information & Guidance/Student data/Basic First Aid.
Any other duties commensurate with the grade of this post as directed by the Headteacher, Business Manager or Office Manager. This may include the following:
Maintain TKS’s website by updating as and when requested. Undertake general and targeted marketing for lettings of the school premises. Develop and maintain TKS’s Facebook page To ensure TKS’s visitor management system, InVentry, is fully operational on a daily basis and liaise with the System Provider if any problems are encountered. Respond to any management requests for confidential information provided by InVentry. Maintain accurate and up-to-date information on all drivers using school owned minibuses - to include co-ordination of refresher Driver Assessment Training for staff members when required. Input staff details on SIMS (both new starters and updating existing staff) Setting up user accounts for new starters via Alamo Update the school central diary. Book Meeting Rooms for both internal and external users. Act as the note taker for the Governors’ Committee meetings as and when required. Undertake admin work to support HR related issues as and when required. Maintain the database for collating all the supporting documents that members of staff are required to provide to enable the use of their personal vehicle for works purposes. Supporting the Exams Officer in coordinating access arrangement, implementation of exams procedures and tasks during the exams season. Assisting the Data Officer in updating achievement trackers, checking accuracy of students’ assessment and contextual data, producing and compiling students’ reports.
NB – This list is not exhaustive.
6. PERSONAL CONTACTS
Internal: All staff and students.
External: All visitors (Parents/Carers, External agencies, Business, General public, Suppliers).
7. RESPONSIBILITES FOR RESOURCES
People: None
Budgets: None
Physical Resources: None
8. CHARACTERISTICS OF THE POST: Employees are encouraged to participate in training activities in order to enhance their own personal development.
All employees of the school have a responsibility for promoting and safeguarding the welfare of children and young people.
Employment checks required of this post:
Evidence of entitlement to work in the UK. Evidence of essential qualifications – see this specification. Two satisfactory references. Evidence of a satisfactory safeguarding check e.g. An Enhanced DBS Disclosure. A List 99 check. Confirmation of medical fitness for employment.
9. ORGANISATIONAL STRUCTURE:
Member of the Business Administration Team within the Support Staff structure.
DATE PREPARED:
December 2016