Job Description Autism Specialist Speech-Language Therapist

JOB DESCRIPTION:ADMINISTRATION MANAGER

RESPONSIBLE TO:School Principal

JOB SUMMARY:To support the School in the role of Administration Manager. To provide efficient and effective support to Baston House School, to senior managers and to support the admissions process.

HOURS OF WORK:Full time (08:00 -17:00) 40 hours a week.

52 weeks a year

PURPOSE OF THE JOB

RESPONSIBLE TO THE PRINCIPAL, THE KEY RESPONSIBILITIES OF THE JOB INCLUDE:

To lead, operate, maintain and develop all administrative systems of the school.
To support the work of the Senior Management Team (SMT).
To act as Line Manager for Administration Staff and Lunchtime Supervisors.

SUMMARY OF TASKS AND RESPONSIBILITIES

Reception

Ensure the school reception is operated in a professional manner providing an effective and efficient service to all customers (internal and external) of the school
To handle incoming calls to the service, taking detailed and accurate messages and relaying them promptly to the appropriate person and ensure that all post deliveries are forwarded to appropriate staff
To ensure that identification is seen and verified for all visitors to the site
To maintain meeting room diaries and ensure that any facilities required for meetings are provided e.g. refreshments, flip chart, projector, screen
To take receipt of deliveries and distribute accordingly
To work and exhibit the values of the school and maintain standards of behaviour in accordance with school policies, procedures and practices.

Office Management

Operate and maintain the admissions procedures in line with Baston House School’s Admissions Policy, under the guidance of the Principal.
Act as lead for SIMs system & SCR, ensure it is maintained and used correctly and that other users are keep up to date with training.

Maintenance of petty cash and associated registrar ensuring that weekly and monthly returns are accurate and balance.

Take responsibility for company credit card, manage and authorise spend and ensure receipts match with monthly statements for submission to the finance department

Monitor purchase orders
Maintain comprehensive details in respect of all school vehicles, ensuring all necessary certificates and servicing is conducted in good time. Maintains records of all staff’s driving status regarding company vehicles to ensure compliance with company insurance requirements.
To ensure inventories of equipment and stock are maintained; including warranties and service agreements and updated as necessary.
All statutory and statistical returns are completed as appropriate.
To ensure school transport requirements are monitored efficiently and effectively, with a view to both cost and safety.
Manage set up and organisation of school pro-formas
Monitor attendance/pupil records.
Overview of annual review process and end of year reports
Assist the school with recruitment arrangements on Interview days, ensuring adherence to Outcomes First Group HR policies, Safer Recruitment and the regulatory requirements.
Collation and submission of monthly time sheets and submission to the company’s payroll provider.
Managing staff attendance and annual leave to ensure a continuous service throughout the year.
Motivating and facilitating teamwork and good practice in order to achieve excellent standards of service delivery.

Administration

To manage the School Administration Team and Reception area.
To attend Senior Management Team meetings and assist the Principal in following up actions from these meetings.
To provide administration support to the Principal, and to the Senior Management Team.
To work closely with Outcomes First Group central departments supporting the successful operation of the school.
Assisting the Assistant Head Teachers with the management of agency staff; ensure appropriate checks in place to safeguard the pupils; ensure accurate and timely completion of timesheets and ensure appropriate induction training has been completed and recorded.
Liaise with HR regarding staff absence and lateness; absence monitoring, return to work, self and GP certification.
Monitor mandatory training to ensure school compliance. Maintain training records and matrix.
Prepare Induction Pack, and Home School Agreements – maintain the pupil files
Assist with ad hoc events held within the School and weekend fairs/events.
Assist with the administration, organisation and effective running of School examinations.

Health & Safety

Work in conjunction with Outcomes First Group Health and Safety Advisors and the school premises team to monitor, implement and review the school’s Health and Safety policy including the introduction of all Risk Assessment procedures with regard to Outcomes First Group policy and procedures.
To advise all staff as appropriate.
To report to Principal and Directors on Health and Safety.
In conjunction with the Fire Service monitor the installation and maintenance of equipment for protection against and escape from fire.
Keep all records current and initiate regular fire practices.

NOTE

The above duties are not exhaustive and the post holder may be required to undertake tasks, roles and responsibilities as may be reasonably assigned to them by the Senior Leadership Team.

PERSON SPECIFICATION

OFFICE MANAGER/PA TO THE PRINCIPAL

Essential / Desirable / Assessment mode

Education/Qualifications:

Business Administration qualification or equivalent experience / Essential / Application form
Certificates
ECDL (European Computer Driving Licence) / Desirable / Application form
Certificates
Computer Literate / Essential
Working knowledge of SIMS / Desirable / Certificates
Competent typist / Essential / Application form
Interview

Knowledge and Experience:

Experience of working in a school as a Senior Admin/PA level / Essential / Application form interview
Experience of managing a team in an office environment. / Essential / Application form
Interview
Sound working knowledge of administrative, financial, people management and health and safety procedures. / Essential / Application form
Interview
Experience of managing and maintain database systems and organising record keeping systems / Essential
Experience of working for a Senior Management Team. / Essential / Application form
Interview

Skills and Abilities:

To be able to effectively a team / Essential / Application form
Interview
Ability to maintain a balanced approach to the fluctuating work demands / Essential / Application form
Interview
Ability to use own initiative / Essential / Interview
Ability to produce work to deadlines and work under pressure / Essential / Interview
Ability to communicate effectively verbally and in writing at all levels / Essential / Application form
Interview
IT literate in Microsoft Office packages with good keyboard skills / Essential / Interview process
High level of personal integrity and commitment to confidentiality / Essential / Interview

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