Administrator

The Deepings School

Our school is proud to be part of Anthem, a multi-academy trust that creates ambitious and successful schools where every child thrives.

The Deepings School is a mixed 11 to 18 comprehensive school at the heart of a vibrant and growing community in South Lincolnshire. The Deepings School places strong emphasis on partnership and co-operation between parents, students and staff, alongside high expectations and positive relationships, so that every child receives the best possible education and is well prepared for life beyond school.

The post is required in school Monday - Friday, 8am - 2:30pm 30 hours per week during term time plus 1 week.

Job Purpose

We are seeking an experienced administrator who will be responsible for supporting the administrative and organisational processes within the school. They will also act as an initial point of contact for parents/carers, visitors and other stakeholders, so will be an ambassador for the school and embody the value, vision and ethos of the school in all interactions.

Main Duties and Responsibilities

General Administration

• Order, monitor and manage stock, ensuring best value following the school’s purchasing processes

• Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary

• Assist with organising parents’ evenings, school immunisation schedules and other events, including the organisation of rooms and equipment, and providing refreshments as required

• Support with trips and music lesson administration and school payment items via the school MIS

• Support admissions coordinator with admissions queries and maintaining student records.

• Update manual and computerised record/information systems

• Update and maintain the school calendar and school website

• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times

Cover administration

• Record staff leave of absences on the MIS

• Support cover staff with timetables and cover folders and under supervision, use MIS to make cover changes as necessary throughout the day.

• Be the initial point of contact for cover staff queries

Reception

• Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner

• Act as the first point of contact for parents/carers and visitors arriving at the school

• Assist with managing the email inboxes, ensuring the school meets its expected response times and that emails are forwarded to the relevant staff member as necessary

• Seek support from other colleagues where necessary to respond to complex enquiries

• Assist staff and pupils with the information and support they need

• Report any issues with the school’s IT systems

• Organise and distribute incoming and outgoing post

• Provide administrative support to staff as needed

Safeguarding

• Control access to the school in line with the school’s safeguarding procedures, including signing in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures

• Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures

• Administer the school’s filtering and monitoring system for online safety, and escalate any safeguarding concerns following the correct safeguarding procedures

Written Communication

• Write and send email responses that are professional and uphold the school’s vision and values

• Update and distribute online and offline communications (e.g. letters, newsletters, social media posts, etc.) to parents, staff and other stakeholders

• Assist with marketing and promoting the school

Other Areas of Responsibility

• Read and follow the relevant school policies

• Undertake training required to develop in the role

• Ensure all duties and responsibilities are undertaken in line with the school’s health and safety policy

• Contribute to the safety of children and young people and protect them from harm

This job description will be supported by the school improvement plan which may identify key distinct tasks and responsibilities for this role in the school year. These will be derived from ongoing school self-evaluation and other local/national priorities. The Postholder’s duties must be carried out in compliance with the school’s policies and procedures including child protection and safeguarding procedures.

These duties and responsibilities should be regarded as neither exhaustive nor exclusive as the post holder may be required to undertake other reasonably determined duties and responsibilities commensurate with the grading of the post.

The Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.