Apprentice Admin Assistant

Specific responsibilities of this role:

To act as the first point of contact for parents/carers, visitors and other stakeholders arriving at school To undertake reception duties and associating tasks Control access to the school including signing in and out all visitors, parents/carers and other stakeholders, checking identification as necessary, issuing passes and security access passes in line with safeguarding procedures Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner Resolve messages and queries promptly and accurately, by liaising with relevant members of staff and respond appropriately Sort, distribute and despatch promptly post and deliveries to appropriate staff whilst liaising with the premises team To arrange and co-ordinate events and visits by external agencies including NHS staff, photographers etc including distribution of materials to parents/carers and the collection of students for NHS vaccination programmes Communicating and liaising effectively with staff, students, parents, feeder schools and other external agencies as required Contributing to the successful delivery of all administration tasks as required Assist in the maintenance of computer-based records using SIMS to ensure all student information is accurate and up to date Recording, franking and reconciliation of outgoing mail including managing the dispatch of external mail, ensuring time delivery to the designated post office Process and monitor free school meal forms and respond to routine FSM queries/correspondence Distribute communications e.g. letters, newsletters, reports etc. to parents/carers, staff and other stakeholders Order, monitor and manage stock, ensuring best value following purchasing processes Provide general clerical/administrative support to the admin team, Office Manager and Business Manager including photocopying, typing, word processing, filing, scanning of paperwork to various software programmes Assist with organising parents/awards evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required Keep records in accordance with Corporate Records Management Policy and to work within current GDPR requirements, information sharing protocols and guidelines ensuring information safety and confidentiality at all times To attend training as determined appropriate Ability to present oneself as a role model to students in speech, dress, behaviour and attitude This position is subject to an enhanced DBS with barred list check

Training:
Business Administrator Level 3 Attendance to Access Training one day per month for workshops

Training Outcome:

Potential for employment within the school.

Employer Description:

General: Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task is not identified. Employees will be expected to comply with all reasonable requests from the Headteacher. The post holder must carry out his/her duties with full regard to the Trust’s Child Protection, Equalities and other relevant polices in the terms of employment and service delivery to ensure that colleagues are treated, and services delivered in a fair and consistent manner.

That the post holder is required to comply with health and safety policy and systems, report any incidents/ accidents/hazards and take pro-active approach to health and safety matters in order to protect both yourself and others. Any other duties of a similar nature related to the post, which may be required from time to time. That the post holder will be required to comply with all School/Trust policies.

Induction: All new staff will receive an induction as part of the induction process to help new employees become effective in their role and to find their way within the school.

Confidentiality: All member of staff should not divulge any personal and/or confidential information to which they may have access to during the course of their work.

Working Hours :
Term-time only, plus 5-days (39-weeks), 37-hours per week. We are currently trialling a 37-hour working week, with times to be agreed individually. Lunch break: 30-minutes. Holidays will not be granted during term time.

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Problem solving skills,Administrative skills,Team working,Creative,Initiative,Patience,Embrace change well