School Office Administrator

We are looking for a School Office Administrator to join our West London based Secondary School. The successful candidate will provide a comprehensive and efficient administrative service which, together with the other members of the School Office, supports the relevant functions of the School and its management.

Salary and hours: Wednesday: 12pm – 5pm, Thursday & Friday 8:30am – 5pm £14:50

The Role

General
• Prepare, produce, copy, compose and distribute letters, reports, newsletters, and emails to pupils, parents, staff, Governors, and externally, as required.
• Address a range of queries and requests for information from staff, pupils and parents, and other stakeholders.
• Check, forward, and address general office emails as appropriate.
• Assist teachers with trips administration.
• Update the Staff Handbook due to changes in staff/policies/procedures.
• Order stationery and authorise payments as appropriate
• Provide general photocopying and preparation of documents to support various events and school activities.
• Plan events and book rooms, catering, and refreshments as appropriate.
Events Administration and Organisation
• Set up the Parents’ Evening booking system online, send out letters to parents and deal with all enquiries. Organise catering and assist with setting up the event.
• Assist with late coach administration working with the Coach Administrator and liaising with Finance and parents.
• Work collaboratively with the rest of the School Office in the administration and organisation of the Celebration of the Year event.
• Liaise with parent volunteer groups, sending out information for events and assisting with the organisation of activities as appropriate.
• Organise school photo events – annually in September for 3rds, U4 and L6 and the whole school photo every 5 years.
• Work with various departments on the promotion of school productions, including setting up for the events, ticket design, and running the box office (TryBooking).
Other Duties
• Compile the events of the week, pupils out of school lists and emergency contacts for trips for the communication site and distribution to staff.
• Hold a valid First Aid qualification (organised and paid by the school), and deputise for the School Nurse when necessary, including calling an ambulance in emergencies and administering medication.
• To assist with the running of the daily pupil registration as may be necessary or in the absence of the Registration Officer.
• Assist the Deputy Head (and other members of SMT) with various projects.
• Prepare and collate information for the Parent Handbook for Senior School.
• Produce student homework planners.
• Assist with compiling the Friday newsletter using SWAY and My School Portal (MSP) and weekly email to parents (using SchoolPost).
• Maintain pages on SharePoint.
• Update and maintain pupil and staff lists to accurately reflect changes as required (i.e. telephone list, fire list, staff list, etc.)
• Manage and post information on the school’s electronic screens.
• Sort and distribute the daily post
• Cover Reception in the events of Reception staff absence and breaks when required.
• Carry out any other administrative duties to ensure the smooth running of the school.
Safeguarding
• Adhere to school policy on safeguarding and updating training as required.
• To ensure the safeguarding and well-being of children and young people at the school in accordance with school policies.

The Person

• GCSE Maths and English or equivalent
• Educated to ‘A’ level or equivalent
• Strong previous administrative experience and understanding of databases
• Accuracy, reliability and a commitment to maintaining high professional standards
• Able to work effectively on own initiative and within limits of own professional boundaries and knowledge
• Excellent organisational skills with proven ability to prioritise, work to deadlines and manage competing demands
• Excellent written and oral communication skills
• Excellent team working skills and ability to work independently. Approachable and confident in dealing with a wide variety of people.
• Effective organisational and time management skills with willingness to work additional hours if required.
• Excellent IT skills – MS Word, Excel & PowerPoint
• An ability to deal sensitively to staff, students, parents and other users, and an appreciation of the necessity to be discreet and respect confidentiality
• An understanding and commitment to adhering to school policy on safeguarding

Please get in touch with the team on 02085497212 or submit your CV using the link below