School Office Administrator with Responsibility for Data Full-Time, Term Time (Plus 5 Weeks)

Appointment of

School Office Administrator with responsibility for Data Full-Time, Term Time (Plus 5 weeks)

1 Chinthurst is an independent day school for approximately 240 boys and girls aged from 2 years 9 months to 11 years. It is a growing school, which has recently become a part of the Reigate Grammar School family.

The school is located between the villages of Walton-on-the Hill and Tadworth. It was established in 1908 and has an excellent academic and sporting reputation, sending children to the most selective senior schools in the area.

The pupils may benefit from an early offer and transfer to Reigate Grammar School, following an internal assessment and recommendation. However, others will also be successfully prepared to sit 11+ exams and move on to schools, which include Epsom College, St John’s, Caterham, Box Hill School, Hurstpierpoint College and Worth School.

The school is non-denominational, but is based on Christian values. Music, sport and drama play an important part in the life of the school.

2 1. General

Chinthurst School is one of the two junior schools of Reigate Grammar School (RGS), a charity and a company limited by guarantee. The three RGS Group schools are managed separately, but are part of the same company under one Board of Governors.

2. Management

The Chinthurst Headteacher has considerable autonomy in the day-to-day running of Chinthurst, and reports to the RGS Headmaster.

3. Job Description

The Data Administrator will be a member of the school office team and will be responsible for the delivery of all administration relating to the school’s database (iSAMs). In addition to this, the Data Administrator will undertake all other school office duties as directed by the School Office Manager.

The job description is as follows:

Data Administrator duties including:

 Maintenance of data, updates and development of the school’s central database system iSAMs  Support existing software systems that link to school’s data systems in conjunction with the RGS Data Analyst  Support on-boarding of new systems that link to the school’s data systems  Maintain and develop existing reports  Assisting Privacy Officers in subject access request data searches and analysis  Day to day management of data in iSAMS, registration, archiving report process, unlocking users, proof reading pupil reports.  Creation and ongoing development of afterschool / co-curricular information.

General Office duties including:

 Completing daily registers  Answering the telephone  Filing and archiving  Dealing with deliveries and storing as appropriate  Communicating daily with parents, pupils and staff on school matters  Setting up and putting away for events including creation of signage and programmes  Coordination of co-curricular school clubs  The administration of first aid (training will be given where necessary)  Ordering of office supplies and coordination of the maintenance office equipment  Booking and, on the day, organising of school photographs and flu vaccines  Co-ordinating the School Milk requirements  Booking of the Church for assemblies and events  Assisting the School Office Manager with the general smooth running of the school office

This list is not necessarily exhaustive, however, and the Data Administrator will be expected to liaise closely with the Office Manager and other members of the School Admin team and may be

3 called upon to perform other tasks as directed by the Senior Leadership team and Admissions and Marketing departments.

The Data Administrator will have technical support and guidance from the Data Analyst (based at Reigate St Mary’s School) and the IT department (based at RGS).

4. Person Specification

This is a significant role within the school, and high quality applicants are sought.

Essential Skills

 Ability to handle sensitive information with a high level of confidentiality and discretion  Ability to work under pressure and a can-do attitude  Excellent interpersonal skills and self-awareness  Ability to communicate complex ideas  Ability to demonstrate technical procedures  Flexibility in approach and adaptable to change  A team approach to problem solving  Attention to detail  Ability to organise workload  Knowledge of first aid preferable  Willing to work flexibly during busy periods and for events  Ability to handle multiple, simultaneous tasks in a timely fashion  Well-presented, professional appearance and attitude

Technical: sound or a willingness to develop knowledge of:  MS Excel to an advanced level  MS Word to an advanced level

Desirable

 Experience of secretarial duties, data privacy  Experience of working in an educational setting  Experience of administrative tasks, working with databases

5. Terms & Conditions

 This post is full-time, term time, plus 25 days to be worked in the school holidays. Therefore, you will be expected to work 41 weeks a year, which includes 5 inset days.  Working hours will be between the hours of 08.00 to 18:00 as required on a shift rota basis, Monday to Friday, 8 hours per day including a one-hour lunch break.  In addition of the 41 weeks’ pay, 4 weeks’ holiday will be paid.  Non-teaching staff at Chinthurst School are remunerated according to the Local Government scales. The salary offered will be dependent on qualifications and experience within the range of £22-24K FTE.

 There is a six-month probationary period, with notice of one week on either side, after which the post will be confirmed as permanent, with one month’s notice.  This role will be entitled to join Chinthurst’s defined contributions pension scheme.  Successful applicants will be required to make an enhanced disclosure to the Disclosure & Barring Services and to complete an Online Pre-Placement Medical questionnaire.

4 6. Child Protection

Reigate Grammar School and Chinthurst School are committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. All applicants should read the school’s Safeguarding/Child Protection policy, which is available on our website, and are required to declare any criminal convictions or cautions, or disciplinary proceedings related to young people. Enhanced disclosures from the Disclosure and Barring Services will be sought on all successful applicants. Full details are given on the application form. Other pre-employment checks will include barred list check, overseas police check (if applicable), references and a medical assessment.

7. Applications

Applicants are asked to complete the Support Staff Application Form and Supplementary Information Form, which are available from the Chinthurst website and send it with a supporting statement to the Human Resources Department by 9am Friday 19 March 2021. Candidates should be aware that, in accordance with Safeguarding processes, it is customary to take up references before interview. Applications will be considered in the order in which they are received, and the school reserves the right to make an appointment prior to the closing date.

Applications may be made by letter or by email to the address below.

Mrs Dawn Holmes Head of Human Resources Reigate Grammar School Reigate Road Reigate Tel: 01737 222231 RH2 0QS e-mail: [email protected]

Reigate Grammar School is an equal opportunities employer and welcomes applications from appropriately qualified persons regardless of gender, marital status, sexual orientation, race, ethnic origin, colour, nationality, religion, disability or age. Candidates will be assessed against relevant criteria only (i.e. skills, qualifications, abilities, experience) in selection and recruitment.