School Administrator Apprentice at Oakley School

Reception

Welcoming and processing all visitors, carrying out identification checks where appropriate and ensuring school safeguarding procedures are adhered to e.g. electronic signing in/out, issuing visitor badges and processing DBS Identity checks etc. Together with the administration team, being the first point of contact for all telephone calls into the main switchboard, investigating queries, assessing the nature of telephone calls, referring them to the appropriate person without referral to the line manager where possible Receiving visitors in a courteous, prompt and efficient manner, to ensure that staff, contractors, families and members of the public who contact the school are dealt with efficiently and consistently Receiving dinner money, trip funds, donations etc. and transferring to the Finance Office Supporting the monitoring and reporting of attendance Supporting the collation of daily lunch orders and liaising with the catering staff where appropriate Arranging school visits for perspective parents.

Administration

Supporting the team with administration of Education, Health and Care Plans (EHCP), Annual Reviews and New Pupil Reviews for Nursery Children and School Pupils: Working with Teaching Staff (including Phase Leaders and the SLT) and other admin staff, as well as liaising with families and external agencies Ensuring that appointments are arranged between all relevant parties in accordance with the annual plan (either virtual or face-to-face) and correctly entered into the School/Senior Leadership/Teachers’ calendars Liaising with/informing the Local Authority about dates for meetings/Reviews Requesting reports from Therapists and other involved third parties, if applicable, in advance of the meetings Preparing the agreed documentation/templates in readiness for the meeting Issuing the necessary paperwork to parents and carers prior to the meeting Finalising and processing the paperwork after the meetings for return to the Local Authority within legal timescales Keeping accurate correspondence and records relating to the EHCP workflow.

Office Administration

Providing admin support to members of the Leadership Team as required including preparation of documents, Governor papers, arranging meetings, co-ordinating diaries, note taking, liaising with staff, families and external professionals etc. Maintaining and updating pupil information on the school’s MIS database (Arbor) and on pupils’ files Entering site school events, meetings, appointments etc. in the Whole School Calendar and Leadership/Teacher calendars and entering visitors and guests into InVentry (electronic signing in/out system) General office and administration tasks to support the smooth running of the school Assist with producing marketing and promotion material for the school.

Skills

Discretion in dealing positively with confidential, sensitive or difficult information and situations The ability to interpret and follow instructions  A willingness to take responsibility and use initiative  A keenness to develop new skills and abilities, take responsibility for personal development  Self-confidence, self-motivation and a well-developed sense of humour  Commitment to support colleagues through effective teamwork, and work as part of a team Evidence of commitment to equal opportunities Suitable to work with vulnerable children and young people and the ability to understand and apply professional boundaries Willing and able to travel to and work across all our sites

Training:
Level 3 Business Administrator Apprenticeship Standard Preparation for End Point assessment Work-based and tutor-supported online training delivery Level 2 Functional Skills in English and maths if required https://www.instituteforapprenticeships.org/apprenticeship-standards/business-administrator-v1-0

Training Outcome:
Potential permanent employment

Employer Description:
We are the district Special School for children and young people from 3 to 19 years with a wide range of special educational needs located in our Tunbridge Wells and Tonbridge (post-16) sites Our Mission: Children and Young People at the heart of all we do. Our Ethos: Work Hard, Be Kind, Have Fun & Stay Safe Our Vision: To give all our children and young people opportunities to engage, explore, discover and develop their independence – to become confident, resilient, happy and well prepared for a positive and meaningful future.

Working Hours :
Monday to Friday, 8.30am - 4.30pm. Term time only.

Skills:
Communication skills,Attention to detail,Organisation skills,Customer care skills,Problem solving skills,Presentation skills,Administrative skills,Non judgemental,Patience,Discretion,Sensitive,Confidentiality,Willing to learn,Self-Confident,Committed,Team work,Flexible, resilient and calm,Interpersonal skills,Follow instructions