Administrative Officer
| Posting date: | 23 January 2026 |
|---|---|
| Hours: | Full time |
| Closing date: | 30 January 2026 |
| Location: | Portsmouth, Hampshire, PO1 1FG |
| Company: | Teaching Vacancies |
| Job type: | Permanent |
| Job reference: | b41221a5-5605-4f5c-89d2-d2b02dbf4000 |
Summary
What skills and experience we're looking for
Function of the post: The post holder will act as the first point of contact for the school, creating a friendly and positive image by being responsive and prompt in responding to requests relating to a broad range of topics. Working within University of Chichester Academy Trust (the Trust) and School policies and procedures, the post holder will also undertake administrative duties, balancing different demands to ensure that the school is a safe, happy and welcoming environment for all. Principal Accountabilities:
1. Provide a comprehensive reception service to parents and visitors to the school, in line with school policy and procedure, demonstrating a consistently helpful and supportive attitude, using sensitivity and empathy;
2. Maintain and monitor a visitors’ book, ensuring appropriate safeguarding practices are in place and that pupils arriving or leaving outside regular school hours are signed in or out;
3. Responsible for all incoming calls and messages, ensuring accurate and timely distribution of messages, with queries dealt with promptly;
4. In a professional and pro-active manner, supporting the Business Manager, take responsibility for a range of administrative tasks that contributes to the general office administration of the school such as responding to external enquiries, liaising with external agencies, organise meetings, assist with arrangements for school visits and events, photocopying and reprographic tasks, maintaining stationery stock, updating website information or such other administrative duties outlined to you;
5. Monitor and update registers, managing the attendance process, inputting data to the relevant database ensuring accuracy, liaising with teachers and other support services to improve attendance rates.
6. Contact parents and carers of absent pupils in line with school policy and procedures;
7. Using the school database, maintain accurate records of all admissions to the school for the annual intake of new entry children and for in-year admissions in line with school procedures, to include preparation of information packs for new parents. Ensure the administration and communication of the admissions process is undertaken efficiently and to a strict timeframe. Manage the administration required to ensure a smooth transfer of children to secondary school and children transferring in-year;
8. Complete the school pupil census as required and to an accurate standard;
9. Support communications within and beyond the school through a variety of media such as ParentMail, school website and newsletters, and ensure that the school notice board is kept up to date
10. Undertake general financial administration including cash handling, auditing supplies and the administration of the processing of orders;.
11. Support the First Aid arrangements for the school, such as recording incidents and injuries in line with procedure;
12. Contribute to the continuous improvement of the reception and administrative processes of the school to improve quality and efficiency.
What the school offers its staff
At the University of Chichester (Multi) Academy Trust, we are dedicated to your growth. We understand that everyone's career aspirations are unique, and we are here to provide personalised support to help you succeed.
• Directly linked with the University of Chichester, sharing an ethos of excellence and lifelong learning.
• Coaching and mentoring to support your career journey.
• Workshops, seminars and conferences to help you enhance your skills.
• Personalised Development Plans that align with your goals.
• Teacher's Pension Scheme for teaching staff (https://www.teacherspensions.co.uk)
• Local Government Pension Scheme (LGPS) for support staff (https://www.lgpsmember.org)
• Benefits Platform Assistance Programme
• Cycle-to-Work 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.
Function of the post: The post holder will act as the first point of contact for the school, creating a friendly and positive image by being responsive and prompt in responding to requests relating to a broad range of topics. Working within University of Chichester Academy Trust (the Trust) and School policies and procedures, the post holder will also undertake administrative duties, balancing different demands to ensure that the school is a safe, happy and welcoming environment for all. Principal Accountabilities:
1. Provide a comprehensive reception service to parents and visitors to the school, in line with school policy and procedure, demonstrating a consistently helpful and supportive attitude, using sensitivity and empathy;
2. Maintain and monitor a visitors’ book, ensuring appropriate safeguarding practices are in place and that pupils arriving or leaving outside regular school hours are signed in or out;
3. Responsible for all incoming calls and messages, ensuring accurate and timely distribution of messages, with queries dealt with promptly;
4. In a professional and pro-active manner, supporting the Business Manager, take responsibility for a range of administrative tasks that contributes to the general office administration of the school such as responding to external enquiries, liaising with external agencies, organise meetings, assist with arrangements for school visits and events, photocopying and reprographic tasks, maintaining stationery stock, updating website information or such other administrative duties outlined to you;
5. Monitor and update registers, managing the attendance process, inputting data to the relevant database ensuring accuracy, liaising with teachers and other support services to improve attendance rates.
6. Contact parents and carers of absent pupils in line with school policy and procedures;
7. Using the school database, maintain accurate records of all admissions to the school for the annual intake of new entry children and for in-year admissions in line with school procedures, to include preparation of information packs for new parents. Ensure the administration and communication of the admissions process is undertaken efficiently and to a strict timeframe. Manage the administration required to ensure a smooth transfer of children to secondary school and children transferring in-year;
8. Complete the school pupil census as required and to an accurate standard;
9. Support communications within and beyond the school through a variety of media such as ParentMail, school website and newsletters, and ensure that the school notice board is kept up to date
10. Undertake general financial administration including cash handling, auditing supplies and the administration of the processing of orders;.
11. Support the First Aid arrangements for the school, such as recording incidents and injuries in line with procedure;
12. Contribute to the continuous improvement of the reception and administrative processes of the school to improve quality and efficiency.
What the school offers its staff
At the University of Chichester (Multi) Academy Trust, we are dedicated to your growth. We understand that everyone's career aspirations are unique, and we are here to provide personalised support to help you succeed.
• Directly linked with the University of Chichester, sharing an ethos of excellence and lifelong learning.
• Coaching and mentoring to support your career journey.
• Workshops, seminars and conferences to help you enhance your skills.
• Personalised Development Plans that align with your goals.
• Teacher's Pension Scheme for teaching staff (https://www.teacherspensions.co.uk)
• Local Government Pension Scheme (LGPS) for support staff (https://www.lgpsmember.org)
• Benefits Platform Assistance Programme
• Cycle-to-Work 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.