Reports To: School Bursar And, the Head of Operations

The Collett School / Administrator
JOB DESCRIPTION
June 2017

Job Title: Administrator

Reports to: School Bursar and, the Head of Operations

Salary Range Collett Pay Scale: H4-H6: 42 weeks per year: term time, INSETs, 2 weeks in the children’s summer break and 1 week during the children’s Easter break.

Hours: 8.00am to 4.00pm, 37 hrs per week

Job context

The Collett School is a special school for vulnerable children with SEND. The school office is the primary interface for the school with the families of the pupils and the public and as such plays a valuable role in communication and managing relationships effectively.

Job Purpose

To assist the Headteacher in the leadership and management of the school by:

o  Keeping children safe

o  Fulfilling the expectations of your paid position

o  Being a strong advocate for change and champion school improvement

o  Conveying a positive ‘can do’ attitude and presenting a ‘united front’ to secure successful outcomes for pupils and the school

o  Supporting the development and achievement of the school’s vision to secure success and improvement

o  Working in partnerships to promote the continuity of the school’s provision

o  Helping to secure the commitment of the wider community to improve our young peoples’ prospects in the mainstream world by developing, nurturing and maintaining effective networks

o  Ensuring compliance with The Collett School policies and, other statutory requirements of schools, employment and the law

o  Compliance with school policies and statutory requirements in schools

·  To deliver high quality day to day management of the school office in support of the vision, ethos and aims of the school, so that pupils reach the high aspirational targets set for them. As such role of the Administrator is to administrate, ensure accurate record keeping and manage systems including the monitoring of these.

·  To manage the maintenance of pupil files and maintain SIMS

·  To support the administration needs of the school

·  To liaise effectively with stakeholders and visitors, supporting their needs and requirements

Main duties

·  To be wholly responsible for the admissions process for the school, acting as the school’s Admissions Officer, reporting directly to the Headteacher

·  To manage the maintenance of pupil files and maintain SIMS with regard to all pupil records and to attend training courses as necessary to keep up to date with the systems and ensure office staff are suitably trained

·  To maintain SIMS and lead developments towards the school becoming ‘paperless’ in the management of pupil and staff records

·  To manage the school reception area, including dealing with a wide range of people such as official visitors, parents, governors, contractors, staff and pupils - ensuring visitors have appropriate identification, are signed in and out and wear the appropriate badge whilst on site

·  To manage the school diary including the Headteacher’s appointments and correspondence where possible and relevant

·  To ensure the effective management of medicines and first aid treatment of children and adults in the school

·  To manage pupil admissions and pupil transfers in accordance with the LA policy.

·  To undertake administration requirements of the LA in accordance with their required deadlines (e.g. school census)

·  To manage and/or supervise the organisation, administration and financial administration of school events, activities and educational visits on and off site

·  To manage the catering requirements of the school

·  To liaise with the premises and cleaning staff in the absence of the Bursar

·  To ensure the effectiveness of pupil learning through the management and development of pupil data tracking and analysis systems

·  To work closely with SLT and teachers to develop and embed strategic and operational data analysis systems to support the school’s self-evaluation and improvement process.

·  To supervise the administrative and clerical processes relating to the purchase of all supplies

·  To type general letters or documents as necessary

·  To maintain and develop the school website and other digital media as a resource to promote learning, to celebrate pupil achievement, to signpost support and information for current & prospective parents, to aid fundraising and to represent the school to the wider community.

·  Use CPD and training provided to ensure skills are comprehensively and consistently applied

·  To respond to incoming calls and visitors, undertaking requirements where possible and/ or signposting

·  To liaise with professionals working with staff in the school

·  To improve the school’s methods and functionality with regard to communicating information

·  To support colleagues in the use of social media as a tool for learning and engagement with parents and community

Other Duties

·  In the event of the fire alarm sounding, take fire drill registers, staff signing in sheet and visitors book to assist with accurate roll call

·  To assist in the promotion of the school through the sensitive dealings with children, parents and visitors at all times

·  Cover duties of other office staff during sickness or other absence

·  To assist the Headteacher as required

·  Take messages for other staff

·  Deal with queries and requests from visitors and callers and being able to handle difficult situations smoothly

·  Any other duties as can be reasonably expected within the boundaries of the school office

Knowledge, Experience and Training

·  Excellent numeracy skills and literacy skills (minimum of GCSE grade C in English and Maths)

·  Evidence of accredited learning relevant to the post (at NVQ 3 Level) is desirable but not essential

·  Evidence of computer proficiency, including Word and Excel

·  Working knowledge of computerized systems including SIMS

·  Ability to complete work to a high standard of accuracy and presentation

·  Ability to communicate effectively both orally and in writing across a wide range of audiences

·  Attention to detail

·  Ability to work in a team but also to work independently

·  Ability to work with initiative and to tight deadlines

·  Good organizational skills

Dealing with problems and making decisions

·  The postholder must organize the collection and reporting of detailed information and apply this in a relevant way to different contexts

·  To report to the governing body as required

·  Dealing with queries as appropriate

·  Exercising discretion and sensitivity

·  Organizing priorities as these are ever changing - a flexible approach is needed

·  The job description will be reviewed periodically

Knowledge, experience and skillsets

The postholder must have the:

·  Ability to communicate effectively both orally and in writing across a wide range of audiences

·  Ability to complete work to a high standard of accuracy and presentation

·  Strong numeracy skills and literacy skills (minimum of GCSE grade C in English and Maths)

·  Evidence of computer proficiency, including Word and Excel

·  Experienced knowledge of computerized systems including SIMS

·  Enjoyment of working with children

·  Hold experience of working safely and effectively with children

·  Experience of secretarial and administrative work

·  Experience of financial administrative tasks

·  Attention to detail with accurate record keeping

·  Ability to use standard office software

·  Ability to work in a team

·  Ability to read, comprehend and be able to apply policies consistently over time

·  Ability to understand the curricular requirements of the school, including statutory requirements

·  Ability to work with a minimum of supervision and within a team

·  Ability to work with initiative and to tight deadlines

·  Ability to show attention to detail

·  Good organizational skills

Strategic Direction and Development of the School

·  Contribute to school projects which aim to meet the aspirations of the ethos, vision and aims of the School and School Improvement and Development Plan

·  Lead by example in helping to create a productive school ethos

·  Support the development of our provision for pupils up to young adulthood (post-­‐16)

·  Take ownership of your own continued professional development and seek to advance your skills for the benefit of the school and your own personal goals

Managing Own Performance and Development

·  Demonstrate resilience

·  Abide by the school’s Code of Conduct

·  Take responsibility for your own professional development

·  Use effective ICT skills for teaching, learning and management

·  Prioritise and manage your own time effectively

·  Work calmly under pressure and to deadlines

·  Sustain personal motivation and that of your colleagues

·  Work collaboratively to support yourself and colleagues in achieving Performance Appraisal objectives

·  Motivate and help to enable all staff in the school to carry out their respective roles to the highest standards

·  Contribute to the professional development of staff through example, induction, mentoring and in service training

Managing resources

·  Work with the teachers to ensure an effective use of resources and secure value for money across the

Equalities

Be aware of and support difference and ensure that pupils and colleagues have equality of access to opportunities to participate, learn and develop. The school does not tolerate exploitation, prejudice or bullying with regards to learning or physical disability/difficulty, age, gender, sexual orientation, transgender, mental health, religion, nationality or ethnicity.

Health and Safety

·  Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection; and report all concerns to an appropriate person.

·  Follow school procedures for moving and safe handling, first aid and Hertfordshire Steps behaviour programme.
Make the team aware of situations where it is not safe for you to intervene and hand over to another member of staff ensuring the child(ren)’s safety and others’ well being.

DBS – Disclosure and Baring Service

This post is classed as having a high degree of contact with children or vulnerable adults and is exempt from the Rehabilitation of Offenders Act 1974. An enhanced disclosure will be sought through the Hertfordshire County Council’s pre-employment checks. Please note that additional information referring to the Disclosure and Baring Service is in the guidance notes to the application form. Further information is available from the Headteacher and the Hertfordshire ‘grid’ for education.

Additional Information

·  The jobholder is required to contribute to and support the overall aims and ethos of the school.

·  All staff are required to participate in training and other learning activities, and in performance appraisal in line with the school's policies and practice. All policies, guidance and procedures are located on the school website/ school intranet.

·  The duties and responsibilities listed above describe the post as it is at present. The post holder is expected to accept any reasonable alterations that may from time to time be necessary.

Organisation of the School

Governing Body and Head Teacher

Senior & Middle Leadership Teams

Teachers

Nursery Nurse

Administrative and

Teaching Assistants Technical Staff

Supervision

The frequency of meetings is determined by the school's performance appraisal policies and practice. Where performance is poor or unsafe, that member of staff will be informed and consideration of the school’s competencies policies may be undertaken.

The postholder is line managed by the School Bursar

The postholder is responsible to the School Bursar and the Head of Operations

Contact

The jobholder works directly with teachers and pupils and has routine and regular contact with parents and carers and with external agencies and professionals. Training and CPD opportunities are led by all groups of postholders within the school as well as external providers.

Physical Effort

To what extent does the job involve physical effort/strain over and above what would normally be incurred in a day-to-day office environment?

·  The job is likely to involve supporting children after falls or accidents

·  The use of Hertfordshire Steps behaviour support procedures, which involves guiding pupils in Stepon and within Stepup the moving and where directed, the physical restraint of pupils

·  Moving and handling children and young people

·  In order to undertake the post effectively, adults will be regularly moving around the school, requiring a degree of physical stamina over the course of a day

Working Environment

To what extent is the job exposed to objectionable, uncomfortable or noxious conditions over and above what would normally be experienced in a day-to-day office environment.

The job may likely involve adults being in situations that children and young people hit out, kick, spit, slap, punch, throw missiles, pull clothing/hair, scream, use extreme language and swearing. The job may likely include clearing up blood or other bodily fluids of children after accident or sudden illness.

The Collett School / Administrator
PERSON SPECIFICATION
June 2017
Essential/ Desirable person specifications: / Evidence Sought
Quals / ESSENTIAL: / o  English and Maths GCSE grade C or above / Certificates at selection event
DESIRABLE: / o  Admin and clerical qualifications
Training / ESSENTIAL: / o  Evidence of continuing professional development
o  Evidence of training in safeguarding including child protection
o  School information management systems training / Application form
Selection event
DESIRABLE:
Experience / ESSENTIAL: / o  Work within a school environment
o  Proficiency in typing and use of ICT including Word, Excel and relevant programmes
o  Effective abilities to work within a department and wider teams
o  Organising school events
o  Financial transactions management
o  Effective communication with parents and other stakeholders
o  Data management including accuracy in managing electronic diaries and inputting information onto systems whilst being able to run reports and undertake basic analyses of these
o  Management of confidential materials and understanding of data protection
o  Comittment to continued professional development
o  Strong communcation skills with stakeholders including telehphone manner and email correspondance / Application form
Selection event
DESIRABLE: / o  Experience at a managerial level in a school
o  Networking
o  Work with medications in school
o  Work with suppliers and contractors – organising and managing relationships for the benefit of the school
Knowledge and Skills / ESSENTIAL: / o  Strong literacy and numeracy skills
o  Computer literacy across a range of ICT packages