School Administrator

1. Job Description

The School Administrator will provide efficient, professional and confidential administrative and organisational support to the school, working under the direction of the Headteacher and other senior staff as appropriate.

The post holder will maintain accurate manual and electronic records, monitor administrative systems, prepare reports and support the effective day-to-day operation of the school.

The role also involves acting as a professional point of contact for staff, students, parents and carers, visitors and external agencies, ensuring that enquiries are dealt with appropriately and confidentially.

The post holder will also provide first aid and student welfare support, in accordance with the school's policies, procedures and relevant guidance, following appropriate training.

2. Main Duties and Responsibilities

A. Administration and Record Keeping

● Undertake a range of administrative duties, including typing, word processing and the preparation of letters, reports, schedules and other documents.
● Maintain accurate manual and electronic records and management information systems, ensuring that information is updated and stored securely.
● Produce reports and provide information as required by the Headteacher, senior staff and other authorised personnel.
● Assist with the preparation and submission of statutory returns and other information required by the Local Authority, the Department for Education (DfE) and relevant external bodies.
● Manage the receipt, processing and recording of orders, ensuring that deliveries are checked and recorded appropriately.
● Process and maintain student transfer files, ensuring that information is handled securely and transferred in accordance with data protection requirements.
● Take accurate notes or minutes at meetings, including staff meetings, and circulate them to attendees as required.
● Sort, distribute and process incoming and outgoing post, emails and other correspondence.
● Provide clerical support for the production and distribution of school newsletters, communications, prospectuses and other materials.
● Assist with the administration and organisation of school events and activities.
● Provide general administrative support to the school office and undertake other related duties as required.
● Assist with the administration of examinations, including invigilation, where required and appropriately trained.

B. Appeals Administration

• Coordinate the administrative arrangements for student appeals, including those involving independent appeal arrangements and the Governing Body Appeal Panel, as applicable.
• Liaise professionally and sensitively with parents and carers, panel members, school staff and other relevant parties throughout the appeals process.
• Arrange meetings, book suitable rooms and prepare the necessary documentation for appeal hearings.
• Ensure that correspondence, records and supporting documents are accurate, complete and distributed to the appropriate parties within the required timescales.
• Maintain confidential records of appeals and ensure that all administrative procedures comply with relevant policies and requirements.

C. Reception and Organisation

• Undertake reception duties, including answering telephone calls, responding to emails and dealing with face-to-face enquiries in a professional and courteous manner.
• Act as an initial point of contact for parents and carers, students, staff, visitors and external agencies, directing enquiries to the appropriate person when necessary.
• Support the organisation of school trips and visits, including arranging external transport and coordinating visits from external professionals and services, such as vaccination teams.
• Coordinate minibus bookings for school activities and maintain associated records, including driver declarations and fuel card administration.
• Assist with student first aid and welfare duties, following appropriate training and school procedures.
• Provide clerical and organisational support, including filing, photocopying, reprographics, emailing, completing routine forms and responding to correspondence.
• Handle routine enquiries independently and refer complex, sensitive or confidential matters to the appropriate member of staff.
• Support the effective day-to-day running of the school office and ensure that administrative tasks are completed accurately and within agreed timescales.

D. Resources and Purchasing

• Assist with processing purchase orders for stationery, exercise books and other resources required by the school and its departments.
• Maintain appropriate records of orders, deliveries and expenditure, in accordance with the school's financial procedures.
• Monitor stock levels and maintain supplies of stationery and other resources, ensuring that items are catalogued, stored and distributed appropriately.
• Operate photocopiers, printers and other reprographics equipment, ensuring that materials are produced accurately and efficiently.
• Provide general advice and guidance to staff, students and other authorised individuals regarding administrative procedures and the availability of resources.

E. Health, Safety and First Aid

• Support the administration and monitoring of the school's health and safety systems, maintaining relevant records and documentation.
• Report any identified health and safety concerns, hazards or incidents promptly to the appropriate member of staff.
• Provide first aid and welfare assistance to students, staff and visitors, within the limits of the post holder's training and competence.
• Ensure that first aid incidents are recorded accurately and that parents or carers and relevant staff are informed in accordance with school procedures.
• Maintain confidentiality when dealing with student welfare matters and refer safeguarding or other concerns immediately to the Designated Safeguarding Lead (DSL) or appropriate person.
• Follow all relevant health, safety, security and emergency procedures.

3. Support for the School

The post holder will be expected to:

• Understand and comply with all school policies and procedures, particularly those relating to safeguarding, child protection, health and safety, security, confidentiality, data protection and acceptable use of IT.
• Report safeguarding concerns, allegations or disclosures promptly in accordance with the school's safeguarding procedures.
• Promote equality, diversity and inclusion, ensuring that all members of the school community are treated fairly, respectfully and without discrimination.
• Respect the social, cultural, linguistic, religious and ethnic backgrounds of students, families, colleagues and visitors.
• Contribute positively to the school's ethos, aims, values and improvement plan.
• Work collaboratively as part of the school team, recognising and supporting the roles and responsibilities of colleagues.
• Maintain effective communication with colleagues and participate in team meetings and other meetings as required.
• Undertake appropriate professional development, training and performance management activities to improve knowledge, skills and effectiveness.
• Assist with the induction and support of new colleagues, where required.
• Support school events and activities, working flexibly where reasonably required to meet the operational needs of the school.

4. Personal Attributes, Knowledge and Experience

Communication

• Communicates clearly, accurately and concisely, ensuring that information is passed to the appropriate person and understood.
• Selects appropriate methods of communication according to the nature and urgency of the information.
• Provides accurate factual information and refers enquiries to the appropriate person when necessary.
• Demonstrates tact, discretion and professionalism when dealing with sensitive or confidential matters.

Teamwork

• Works cooperatively with colleagues and contributes positively to shared goals, standards and values.
• Builds constructive working relationships based on trust, respect and honesty.
• Demonstrates an awareness of the needs and feelings of others.
• Listens to different viewpoints and works collaboratively to resolve problems.

Organisational Awareness

• Demonstrates an understanding of the school's activities, priorities and objectives.
• Understands how the administration function contributes to the effective operation and overall performance of the school.
• Maintains awareness of relevant school developments, procedures and priorities.

Organisation and Adaptability

• Plans and prioritises work effectively, meeting deadlines and maintaining accuracy.
• Responds positively to changing priorities and operational requirements.
• Demonstrates initiative in identifying improvements to administrative systems and working practices.
• Adapts to new procedures, systems and technology as required.
• Maintains a flexible and solution-focused approach to work.

Use of Technology

• Demonstrates competence in using ICT and standard office software.
• Can search for, retrieve, record and present information accurately using electronic systems.
• Maintains and processes data in accordance with school procedures and data protection requirements.
• Is willing to learn and use new software and administrative systems as required.

Professional Values and Practice

• Builds and maintains positive relationships with students, parents and carers, colleagues and external professionals.
• Treats others fairly and respectfully, maintaining professional boundaries at all times.
• Recognises the limits of their knowledge and authority and seeks advice when necessary.
• Demonstrates reliability, discretion, integrity and a commitment to continuous improvement.

Experience and Knowledge

Essential:

• Experience of working in a school or educational setting.
• Experience of clerical, administrative or financial duties.
• Experience of dealing professionally with enquiries from parents, carers, students or members of the public.
• Good organisational skills and the ability to manage competing priorities.
• Competence in using computers and standard office applications.
• An understanding of confidentiality and the importance of handling personal information securely.
• A basic understanding of safeguarding and child protection in a school or similar setting, or a willingness to undertake the required training.

Desirable:

• Knowledge of school administrative systems and procedures.
• Experience of maintaining student records and preparing reports.
• Experience of supporting school events, examinations, trips or appeals.
• Experience of first aid or student welfare support.

Qualifications and Training

Essential:

• Level 2 qualification in English and Mathematics, or equivalent qualifications or demonstrable equivalent skills.
• NVQ Level 2 in Administration or Business Administration, or equivalent qualification or relevant experience.

Required or to be obtained where applicable:

• Appropriate first aid training or a willingness to undertake the training required for the role.
• Safeguarding and child protection training appropriate to the post.
• Any additional training necessary to carry out the duties safely and effectively.

5. Safeguarding and Disclosure

Wirral WRAP CIC is committed to safeguarding and promoting the welfare of children and young people. Safeguarding is a priority, and all employees are expected to uphold the highest standards of safeguarding practice.

The successful applicant will be required to undergo an enhanced Disclosure and Barring Service (DBS) check, including any additional checks required by law for the role.

The post holder must comply with the school's safeguarding and child protection policies, undertake relevant training and report all concerns promptly in accordance with established procedures.

6. Terms and Conditions

• This appointment is made by the Proprietors of the school, who are the post holder's employers, and is subject to the terms and conditions set out in the employment contract.
• The post holder must comply with all applicable school policies, procedures and relevant employment and education legislation.
• All employees of Wirral WRAP CIC are required to comply with policies and procedures relating to safeguarding, child protection, health and safety, confidentiality, data protection, internet use and the use of social media.
• Employees are expected to carry out their duties responsibly, professionally and flexibly, in accordance with the needs of the school.
• The post holder may be required to undertake other reasonable duties of a similar level and nature that are consistent with the responsibilities and grade of the post.
• The school will consider and, where required by law, make reasonable adjustments to the role or working environment to support disabled employees and those who develop a disability during their employment.

This job description reflects the duties and responsibilities of the post at the date of issue. It may be reviewed and amended, following consultation with the post holder, to reflect changes in the school's operational requirements, provided that any changes remain appropriate to the level and nature of the role.

How to apply:

Application Form attached. Please complete and return as instructed on the application form.

The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The following is expected of all staff:

All post holders are subject to appropriate vetting procedures, including an online check, satisfactory and a satisfactory enhanced DBS check.

https://feeds.jgp.co.uk/public_data/ApplicationForms/0000/1779/Staff_Ap…