Administration Officer Kent Range 4

37 Hours, 42 Weeks per year

We are looking for a efficient administrator. You will be highly motivated, enthusiastic, have a good sense of humour, be discrete and have the ability to work under pressure. The successful candidates will be able to work well in a team, be flexible, and have an organised approach to their work.


Visits to the school are encouraged; please contact Ali Roberts on 01304 201964 to arrange an appointment.

Elms School is committed to safeguarding and promoting child welfare. This position is subject to an enhanced DBS check, pre-employment medical clearance, good references and verification of the right to work in the UK.

Applications must be made on either on our paper our application form or online via
https://www.kent-teach.com/Application/Login.aspx?VacancyId=74343 (You will need to register to be able to complete the application form)
Please identify how you meet the person specification on your application. CV’s are not accepted. Please ensure you are available on the date of interview.

Closing Date: Monday 2 September 2019 at 12 Noon

Interviews: Thursday 5 September


Person Specification:

Person Specification: Administrator

The following outlines the criteria for this post.
Applicants should describe in their application how they meet these criteria.


1. SKILLS, KNOWLEDGE & APTITUDES
• Demonstrate a basic understanding of the work of a school.
• Knowledge of a range of computer applications – including Word / Excel / Powerpoint / Outlook.
• Knowledge of SIMS would be an advantage
• Demonstrate an understanding of confidentiality and child protection issues in a school setting.
• Ability to provide a high level of customer service.
• Ability to deal calmly, tactfully and effectively with a range of people.
• Ability to convey information clearly and accurately orally and in writing to a range of people.
• Ability to work in an organised and methodical manner.
• Ability to take personal responsibility for organising day to day workload.
• Ability to work effectively and supportively as a member of the school team.
• Able to use own initiative to solve problems and respond proactively to unexpected situations

2. QUALIFICATIONS & TRAINING
• GCSE Grade C or equivalent in English and Maths
• Willing to undertake training

3. EXPERIENCE
• Previous administrative experience is essential

4. PROFESSIONAL CONDUCT
• A flexibility of approach to a variety of issues
• Willingness and ability to listen and inspire confidence in colleagues
• Ability to motivate and support colleagues
• Professional integrity
• A passion for making a difference to children and willingness to go the extra mile
• Emotional resilience and a good sense of humour.

Job Description

Purpose of job
• To provide an efficient and welcoming reception service to support the smooth operation of the school.
• To provide support to the Office Manager in providing a comprehensive range of general office services to ensure the smooth running of the school.

Key Duties and Responsibilities

• Prepare exclusion paperwork, advising parents, governors, transport and Local Authority. Arranging re-integration meetings with either Headteacher or another member of the SLT
• Monitor vacant seat spreadsheet, liaising with parents and transport manager. Chase outstanding monies and arrange payment plans.
• Provide day to day cover for office manager in her absence.
• Collates surveys and questionnaires into a suitable report format.
• Prepare minutes for personnel meetings as required.
• Update signing in sheets for staff, pupils, visitors and governors. Print as required. Maintain Staff list.
• Enter purchase requisitions onto FMS, preparing orders and placing orders for staff.
• Answer enquiries received in person / by phone or via emails – responding to queries / relaying messages. and acting on instructions as needed and referring on where appropriate.
• Record staff absences on SIMS. Prepare return to work paperwork in a timely manner. Update staff records.
• Assist as necessary with recording monies received and pass on to the relevant person.
• Update dinner registers and prepare figures for the kitchen. Enter dinner money onto SIMS, monitor dinner debts, produce statements and prepare letters under direction of Head of Business & Premises.
• Record late children on to SIMS, produce attendance registers and monthly register updates.
• Undertake administration surrounding the interview process including placing advertisements, preparing interview packs and arranging interviews.
• Book staff training, update relevant records including SIMS, FMS, staff file. Maintain CPD database.
• Assist with the organisation of school trips as necessary to include maintaining trip consents and preparing trip packs.
• Updating and maintaining the school diary as required
• Maintain Headteacher diary as necessary
• Add new Pupils to SIMS & PMX. Prepare Portfolio and pupil files. Update Pupil/Staff details on SIMS. Update staff details on PMX
• Comply with policies and procedures relating to child protection, health, safety and security, confidentiality and GDPR, reporting all concerns to an appropriate person.
• Any other duties commensurate with the post or grade

The postholder will be required to cover these duties in the absence of the postholder

• Provide an efficient and professional reception service - greeting visitors, staff and pupils and ensure they sign in / out in accordance with school procedures as and when required. Maintain a welcoming, tidy environment.
• Prepare visitor badges
• Offer and make refreshments for appropriate visitors as required.
• Monitor supplies of refreshments, uniform, paper and stationery stocks. Prepare and place orders as required.
• Take receipt of deliveries, check and copy delivery notes. Ensure deliveries reach appropriate person.
• Assist with sending out offers of employment and associated paperwork as required.
• Photocopy and distribute routine home & school correspondence.
• Open, stamp and distribute all incoming mail. Frank/stamp all outgoing mail and post.
• Undertake a range of administrative tasks to support the efficient operation of the school – including photocopying, filing, shredding, ad-hoc typing, topping up photocopiers & blank forms daily, laminating, emptying shredder etc.
• Update tracking and roof logs when required.