Dewislen

Administrative Assistant

Manylion swydd
Dyddiad hysbysebu: 15 Gorffennaf 2025
Cyflog: Heb ei nodi
Gwybodaeth ychwanegol am y cyflog: NJC grade 5
Oriau: Rhan Amser
Dyddiad cau: 14 Awst 2025
Lleoliad: Southampton, Hampshire
Gweithio o bell: Ar y safle yn unig
Cwmni: Freemantle C of E Community Academy
Math o swydd: Parhaol
Cyfeirnod swydd:

Gwneud cais am y swydd hon

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Main purpose
The administrative assistant/officer is responsible for supporting the administrative and organisational processes within the academy. They will also act as the initial point of contact for parents/carers, visitors and other stakeholders, so will be an ambassador for the academy and embody the value, vision and ethos of the academy in all interactions.

Duties and responsibilities
General administration will include
Supporting the front office team with meeting and greeting children and parents, assisting with school admin
Updating manual and computerised record/information systems
Updating and maintaining the academy calendar
Assisting with managing the academy’s email inbox, ensuring the academy meets its expected response times and that emails are forwarded to the relevant staff members as necessary
Managing and organising completed forms from parents and carers
Reporting any issues with the academy’s IT systems
Organising and distributing incoming and outgoing post
Providing administrative support to staff as needed
Booking training courses for all staff
Ordering, monitoring and managing stock, ensuring best value following the academy’s purchasing processes
Carrying out filing, printing and photocopying. Maintaining the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary
Keeping records in accordance with the academy’s record retention schedule and data protection law, ensuring information security and confidentiality at all times

Attendance administration
Work as a team to 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



Reception
Act as the first point of contact for parents/carers and visitors arriving at the academy
Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner
Seek support from other colleagues where necessary to respond to complex enquiries
Respond to messages promptly and accurately, passing on information to relevant staff members as necessary
Assist staff and pupils with the information and support they need

Safeguarding
Participate with safeguarding training annually, ensuring adherence to academy policy and protocols for keeping children safe in education
Control access to the academy in line with the academy’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 academy premises and report any concerns in line with the academy’s procedures
Administer the academy’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 academy’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 academy

Finance
Enter data into the academy’s finance systems and produce reports as necessary
Collect, record and issue receipts for payments from parents and carers
Carry out financial administration in line with the academy’s procedures (if required)

Other areas of responsibility
Read and follow the relevant academy policies
Undertake training required to develop in the role
Ensure all duties and responsibilities are undertaken in line with the academy’s health and safety policy
Contribute to the safety of children and young people and protect them from harm

Gwneud cais am y swydd hon