Apprentice School Office Administration Assistant

Key Responsibilities (under supervision and with training):

Front Office & Reception:

Acting as the first point of contact for visitors, parents, staff, and students, providing a welcoming and professional reception service. Answering and directing telephone calls, taking messages accurately. Managing the school's main email inbox, forwarding enquiries as appropriate. Signing in/out visitors and ensuring safeguarding procedures are followed.

Communication & Marketing Support:

Communicating professionally with parents via phone and email, providing information and responding to general enquiries under guidance. Assisting with the creation and distribution of school newsletters, ensuring content is accurate and engaging. Supporting the maintenance and updating of the school's social media pages with approved content, announcements, and events. Assisting with the preparation of other school communications, including letters and general announcements.

Administrative Support:

Maintaining and updating pupil records (both manual and electronic) with accuracy and confidentiality, adhering to GDPR guidelines. Processing incoming and outgoing mail. Photocopying, scanning, and filing documents efficiently. Assisting with the management of school registers and attendance records. Supporting the organisation of school events, trips, and meetings. Managing school supplies and stationery, placing orders as required. Providing administrative support to the School SENDCo, which may include managing appointments, maintaining SEND records, and assisting with communication related to pupil support plans.

Financial Administration (basic support):

Assisting with the processing of school dinner money and other payments (all online) Supporting the school's finance officer with basic tasks as needed.

General Office Duties:

Maintaining a tidy and organised office environment. Providing general administrative support to the Headteacher, SLT, and teaching staff as required. Adhering to all school policies and procedures, especially those relating to safeguarding, health and safety, and data protection.

Training:
Business Administrator Standard English and Maths (if required) Level 2

Training Outcome:

Upon successful completion there could be the opportunity to progress to:

School office administrator Finance administrator School secretary

Employer Description:
The Oaks Primary School in Ipswich is part of ASSET Education which is a school trust made up of 16 schools based in Suffolk. The Oaks Primary School recently achieved 'Outstanding' from Ofsted for the second time (2018 and 2024). The school caters for pupils aged 3-11 years old the school currently has 451 pupils on roll.

Working Hours :
Monday to Friday - term time only - term dates can be found on the ASSET website. Start time 8.30am until finish time 3.30pm, with 1 hour for lunch.

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Administrative skills,Number skills,Team working