Office Administrator
About This Role
The office administrator will be a member of a small team, under the leadership and supervision of the Office & Finance Manager, and the Principal. They will work in the school office and will be the first point of contact for parents, children, practitioners and other visitors to the school.
Our school is a fantastic place to work. As part of a small Trust, we offer a range of benefits and CPD for our employees.
Please do email office@wantageprimaryacademy.org for a tour or more information about the role.
The role will be full time 5 days a week (Monday - Friday 8:00am - 4.00pm).
Role Specific: Office Admin
Communication
To ensure the school office is organised and welcoming and sets the correct tone for the school, answering emails, phone calls and other correspondence.
To receive enquiries made to the school and determine the appropriate priority of response and liaise with external agencies as appropriate.
To ensure the school website and Facebook page is up to date and updated regularly, as appropriate.
General
To receive enquiries made to the school and determine the appropriate priority of response and liaise with external agencies as appropriate.
To support office manager to ensure all actions are met from audits, training and reviews
To manage own inbox diligently
To manage office inbox
MIS, pupil information and systems, including admissions
To use Arbor (our school’s MIS) to ensure smooth pupil transitions and to complete/ delegate administrative functions needed when pupils join or leave the school.
To maintain the information for pupils and ensure the school Management Information System is accurate and up to date at all times.
To manage clubs, trips, visits and parents’ evenings on Arbor
Finance
To organise parent-based invoices and/ or payments (via MIS) nursery and breakfast club, premises hire, clubs, trips etc and WCC
Systems and ordering
To support OFM to carry out the annual Website Audit
To support the Principal and staff to manage the ordering and stock levels of school supplies. To order from known suppliers, following policy and procedure
To support to organise pupil Flu vaccinations (annual task), Height and weight for Reception and Year 6 pupils (annual task), vision screening in Reception (annual task), School photos (annual task)
To monitor and ensure correct stocks of First Aid materials and administer First Aid to pupils.
Send out Newsletters (check and distribute)
Additional responsibilities:
Parental consent (walking home, tutoring)
Follow up on pupil absence
Liaise with Catering regarding new starters, school trips, menus, logins etc. Liaise with kitchen regarding distribution of bands and class lists.
Breakfast club and nursery lunch club registers - termly and as and when for ad hoc bookings
All menus (including Christmas dinner organisation)
Student update forms - annual checking with parents
Birth certificates and admissions forms (nursery and school) including chasing codes
Manage office mail inbox - daily
Providing CTF files when children leave - as and when and chasing CTF files when new children start - as and when
Parent’s evening (managing system and setting up evenings)
Assist OFM with School and Nursery Admissions
Ensuring the communal spaces are welcoming and tidy
Supporting Nursery Lunch Club when needed