This is an exciting and rewarding opportunity to join a committed team in an innovative Alternative Provision school. Opened in 2014, Pears Family School works with young people between the ages of 5 and 14 who are struggling to make progress in a mainstream setting. Typically, students attend the school for or 4-6 terms as the school’s objective is to return students to mainstream school or appropriate, permanent setting. A unique feature of the school’s approach is that parents / carers and other family members attend with their children on a regular basis to support their children’s learning and improvement.
This is a stand alone role reporting directly to the headteacher (the other support roles in the school are the business manager and caretaker). We are looking for a committed and flexible individual, happy to take a ‘hands on’ approach to what is a busy and but rewarding role. The Co-ordinator is the first and key point of contact for children, families and staff. The successful candidate will play a pivotal role in developing and delivering administrative support for students and families and school record keeping. Just as our headteacher may at one moment be leading a key meeting with the Department for Education and the next be making a cup of tea for a parent having a tough day, the successful require a similar flexible approach, recognising that all tasks are equally valued. The successful person will be comfortable talking to parents and students.
The Coordinator Child and Family Services is responsible for the daily administration of all key school functions outside of the classroom, with the exception of Finance issues which are the responsibility of the Business Manager.
Duties and responsibilities:
- Be committed to the safeguarding and promotion of the welfare of children and young people
- Comply with the policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person
- Provide the day-to-day administrative function of the school office
- Planning development and organisation of the support service systems, procedures and policies
- Communicating effectively with all relevant stakeholders including staff, students, parents and carers and outside agencies as appropriate
- Maintain student records
- Manage manual and computerised record/information systems
- Analyse and evaluate data/information and produce reports/information/data as required
- Provide personal, organisational and administrative support to the Head Teacher
- Support student referral process; contact previous schools and secure previous tracking data
- Keep records in accordance with the school’s record retention schedule
- Manage the administration of recruitment including advertising and collating documentation
- Coordinate Policy review schedule for the Governing Body
- Order, monitor and manage stock, ensuring best value following the school’s purchasing processes
- Provide advice and guidance to staff, pupils and others on administration systems and events that take place in school.
- Assist with marketing and promoting the school
- Assist with the organisation of premises repairs under the direction of the school business manager
- Take appropriate action to identify, evaluate and minimise any risks to health, safety and security in the school working environment
- Contribute to the overall ethos/work/aims of the school
- Establish constructive relationships and communication with all staff and other agencies/professionals
- Recognise own strengths and areas of expertise and use these to advise and support others
- Participate in training and other learning activities and performance development as required
- Ensure that visitor checks and health and safety processes are in place to monitor entry in and out of the building
- Contribute to and follow school procedures on the management of personal data and upholding GDPR.
- Process Disclosure & Barring Service (DBS) checks
- Issue ID passes for staff, students and contractors
- Assist with Open Days when requested throughout the year.
Please note that this list of duties is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the school office manager will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the headteacher.
Applicants for this role must be eligible to work legally in the United Kingdom. The successful applicant will be asked to evidence of their right to work in the UK before being formally offered the role. If you do not have the right to work in the UK we will not be able to consider you for this role.
The successful applicant will be subject to relevant vetting checks, including a satisfactory Enhanced Disclosure and Barring check before an offer of appointment is confirmed. This will include details of cautions, reprimands or final warnings as well as convictions Following appointment the employee will be subject to re-checking, as required from time to time by the school.
The school is committed to safeguarding and promoting the welfare of children and families and expects all staff and volunteers to share this commitment.
- GCSE English and Mathematics Grade A* – C or equivalent
- ECDL Qualification or equivalent competency with IT
- Developing, managing and operating clerical/administrative/ and organisational systems
- Good Experience of using Word and excel to produce documents and work to deadlines to produce accurate letters and forms
- Knowledge of monitoring, recording and submitting HR matters successfully
- Experience of taking minutes and of weekly staff meetings
- Knowledge and / or experience of looking after unwell pupils and liaising with parents/staff.
- Experience of face to face and telephone reception duties
Skills and knowledge
- Excellent literacy / numeracy skills – Ability to communicate both orally and in writing to a wide range of audiences
- Excellent attention to detail
- Understanding of confidentiality
- Competent use of IT packages
- Ability to use relevant office equipment effectively
- Ability to plan, organise and prioritise
- Ability to maintain accurate records
- Commitment to promoting the ethos and values of the school and getting the best outcomes for all pupils
- Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the school
- Ability to work under pressure and prioritise effectively
- Commitment to maintaining confidentiality at all times
- Commitment to safeguarding and equality
- Embraces change well
- Deals with difficult situations effectively
- Must be able to use own initiative and manage role with minimal supervision
- Ability to relate well to children and adults (Emotional resilience in working with challenging behaviors
- Ability to work successfully as part of a team