School Office Administrator
| Posting date: | 04 June 2025 |
|---|---|
| Hours: | Full time |
| Closing date: | 25 June 2025 |
| Location: | Woodbridge, Suffolk, IP13 7SA |
| Company: | Teaching Vacancies |
| Job type: | Permanent |
| Job reference: | c3309ecb-3669-447d-9d45-bd03d248312c |
Summary
What skills and experience we're looking for
Main purpose
The administrative assistant/officer is responsible for supporting the administrative, financial and organisational processes within the school. They will also act as the 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.
Duties and responsibilities
General administration
• Update manual and computerised record/information systems
• Update and maintain the school calendar
• Assist with managing the school’s email inbox, ensuring the school meets its expected response times and that emails are forwarded to the relevant staff member as necessary
• Manage and organise completed forms from parents and carers
• Report any issues with the school’s IT systems
• Organise and distribute incoming and outgoing post
• Provide administrative support to staff as needed
• Book training courses for all staff
• 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 governors’ meetings and events, including the organisation of rooms and equipment, and providing refreshments as required
• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
• Update and accurately maintain the Single Central Record
Financial Responsibilities:
• The operation of school income systems and liaison with third party operators such as those collecting school meal monies
• The raising of invoices, monitoring of payments received and debt collection on a timely basis for lettings, out of school and nursery provision as appropriate
• Ensure that goods and services are procured and authorised in line with the school’s internal financial regulations
• Support the monthly payroll by processing additional hour claims and responding to any queries from the central team.
• Ensure cost-effectiveness in ordering and procuring contracts.
Attendance administration
• Monitor and maintain an accurate record of pupil attendance, producing reports as necessary
• Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed
• Greet all visitors, parents, pupils, and contractors in a friendly and professional manner, ensuring they follow safeguarding protocols.
• Answer telephone calls and respond to email and face-to-face enquiries in a timely and courteous manner.
• Manage the school entry system and visitor log, issuing badges and monitoring sign-ins.
• Handle deliveries and post, including distribution to staff.
• 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
• 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
• 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
QUALITIES
Qualifications and training
• First aid training (or willingness to complete it)
• GCSE English and maths (or equivalent)
Experience
• Carrying out administrative tasks
• Dealing with face-to-face and telephone interactions
• Working with children or young people
• Working and collaborating within a team
Skills andknowledge
• Good oral and written communications skills
• Ability to respond quickly and effectively to issues that arise
• Ability to plan, organise and prioritise to meet deadlines
• Ability to use own initiative and take action accordingly
• Ability to work as part of a strong team, multitask well and stay calm under pressure
• Excellent attention to detail
• Ability to use IT packages including word processing, spreadsheets and presentation software
• Ability to use relevant office equipment effectively
• Ability to build effective working relationships with colleagues
• Understanding of data protection and confidentiality
• Understanding of safeguarding
What the school offers its staff
* Ongoing CPD
* Access to Wellbeing program
* Access to pension scheme
Commitment to safeguarding
Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff, volunteers and trustees to share this commitment. Our recruitment process follows the keeping children safe in education guidance. Offers of employment may be subject to the following checks (where relevant): childcare disqualification Disclosure and Barring Service (DBS) medical online and social media prohibition from teaching right to work satisfactory references suitability to work with children You must tell us about any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.
Main purpose
The administrative assistant/officer is responsible for supporting the administrative, financial and organisational processes within the school. They will also act as the 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.
Duties and responsibilities
General administration
• Update manual and computerised record/information systems
• Update and maintain the school calendar
• Assist with managing the school’s email inbox, ensuring the school meets its expected response times and that emails are forwarded to the relevant staff member as necessary
• Manage and organise completed forms from parents and carers
• Report any issues with the school’s IT systems
• Organise and distribute incoming and outgoing post
• Provide administrative support to staff as needed
• Book training courses for all staff
• 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 governors’ meetings and events, including the organisation of rooms and equipment, and providing refreshments as required
• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
• Update and accurately maintain the Single Central Record
Financial Responsibilities:
• The operation of school income systems and liaison with third party operators such as those collecting school meal monies
• The raising of invoices, monitoring of payments received and debt collection on a timely basis for lettings, out of school and nursery provision as appropriate
• Ensure that goods and services are procured and authorised in line with the school’s internal financial regulations
• Support the monthly payroll by processing additional hour claims and responding to any queries from the central team.
• Ensure cost-effectiveness in ordering and procuring contracts.
Attendance administration
• Monitor and maintain an accurate record of pupil attendance, producing reports as necessary
• Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed
• Greet all visitors, parents, pupils, and contractors in a friendly and professional manner, ensuring they follow safeguarding protocols.
• Answer telephone calls and respond to email and face-to-face enquiries in a timely and courteous manner.
• Manage the school entry system and visitor log, issuing badges and monitoring sign-ins.
• Handle deliveries and post, including distribution to staff.
• 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
• 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
• 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
QUALITIES
Qualifications and training
• First aid training (or willingness to complete it)
• GCSE English and maths (or equivalent)
Experience
• Carrying out administrative tasks
• Dealing with face-to-face and telephone interactions
• Working with children or young people
• Working and collaborating within a team
Skills andknowledge
• Good oral and written communications skills
• Ability to respond quickly and effectively to issues that arise
• Ability to plan, organise and prioritise to meet deadlines
• Ability to use own initiative and take action accordingly
• Ability to work as part of a strong team, multitask well and stay calm under pressure
• Excellent attention to detail
• Ability to use IT packages including word processing, spreadsheets and presentation software
• Ability to use relevant office equipment effectively
• Ability to build effective working relationships with colleagues
• Understanding of data protection and confidentiality
• Understanding of safeguarding
What the school offers its staff
* Ongoing CPD
* Access to Wellbeing program
* Access to pension scheme
Commitment to safeguarding
Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff, volunteers and trustees to share this commitment. Our recruitment process follows the keeping children safe in education guidance. Offers of employment may be subject to the following checks (where relevant): childcare disqualification Disclosure and Barring Service (DBS) medical online and social media prohibition from teaching right to work satisfactory references suitability to work with children You must tell us about any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.