Administration Officer (with data management)

Salary:
Bucks Pay Range 4 £23,045-£24,949 p.a.
Start date:
23rd April 2018
Application deadline:
26-02-2018 Midday

Thank you for showing an interest in the vacancy we have at Alfriston School.  I hope after reading this information you feel able to apply for this post. 

We are looking for an experienced Administration Officer to work as part of a small team in our busy school office. This is a great opportunity to join a friendly, hard-working team supporting the administrative functions of the school. 

If you would like to make an informal visit, please contact Mrs Sayeeda Thorkildsen, the Office Manager, who will be delighted to arrange this for you.

To apply:

1) Please complete the application form. Click here to download an application form.

2) Please write a letter of application (preferably in word) addressing each of the bullet points in the person specification.

Please email your letter to office@alfristonschool.com for the attention of The Office Manager.

Closing Date:

The Closing Date for applications is Midday 26th February 2018

Interview Date:

The Interview Date will be week commencing 12th March 2018

About the School & Staff

Alfriston is an outstanding Special School with Sports College status for girls aged 11-19 withmoderate learning difficulties and speech and language and communication difficulties. Wecurrently have 150 girls on roll. We became an Academy on 1st March 2012. The school hasbeen delivering high quality education since 1950. All the pupils have a statement of special educational need and are taught in small groups and with additional support. Our staff are specialist subject teachers and are experienced in working with a range of special needs and abilities.
 
Pupils attend Alfriston from all over Buckinghamshire and some neighbouring counties. We also have weekly boarding provision for 20 pupils.
 
We consider the staff team as our most valuable resource. Training and development is a high priority in the school. There is also personal support given to staff to manage the diverse and challenging work needed to support pupils with significant special needs.
 
At present there are 60 staff employed at the school working in the teaching, support, residential and administrative teams. We are proud of the excellent standard of education provided at Alfriston.

Line manager: Office Manager

Job purpose: The purpose of the Administration Officer role is to provide administrative support to the school with particular responsibility for data management. The post holder will be required to work flexibly, in a developing office environment. It may be necessary to assist, or cover for other office staff from time to time.

The Administration Officer will be responsible for:

  • The administration of assessment data under the direction of the assessment manager.
  • The input and maintenance of pupil records and to complete statistical returns e.g. workforce records & school census.
  • To maintain and develop data administration for the school.
  • The delivery of administrative services to the Leadership Team.

ROLE AND RESPONSIBILITIES

Core Duties
- To deliver an effective and efficient customer service.
- To make sure the school maintains and develops accurate databases, to retrieve, enter,
extract and output relevant information.
- To communicate effectively, both orally and in writing with outside agencies, parents, staff
and local community
- To type letters, reports, and produce other documents using the appropriate equipment,
including use of SIMS and other databases as required.
- To input the pupil and staff data held on SIMS – including training and absences.
- To update data for the school’s constantly changing requirements.
- Any additional tasks as directed by the Office Manager and Leadership Team.
Data
- To ensure Disclosure and Barring Service checks are carried out as is necessary for all
new recruits and existing staff and regular visitors where necessary.
- To be responsible for the Single Central Record compliant with DFE, EFA and OFSTED
regulations.
- To manage the School Workforce Census.
- To maintain records of staff annual leave and sickness absence and collate the relevant
statistics as required by the leadership team using SIMS.
- To manage the record of pecuniary interests for staff.
- Produce school reports and data analysis as and when required.

JOB DESCRIPTION

Administration & Data Administration

- To contribute to the administration of the annual review process including preparation of
minutes and complying reports
- Along with the Office Manager arrange administration support for meetings
- To support the office team with general tasks as and when required
- To contribute with the administration of new pupils including class list
- To assist with pupil timetable in SIMS along with formatting and distributing
- Maintaining calendars and other material for the website
- Maintaining and further developing the schools portal for both staff and pupils
- Maintain and develop the schools social media presence
- Manage the school uniform supply and admin for new and existing pupils
- Administration of school dinner money

Responsibilities
- Be aware of and comply with the school’s policies and procedures relating to child
protection, health & safety, security, confidentiality and data protection, reporting all
concerns to an appropriate person.
- Contribute to the overall ethos/work of the school.
- Establish constructive relationships and communicate effectively with external agencies.
- Be flexible and willing to attend and participate in relevant meetings as required
sometimes at short notice including taking minutes.
- Any other general office duties or school requirements as directed by the Office Manager
or Leadership Team.
Knowledge/skills
- Effective use of ICT packages e.g. Microsoft Office, particularly Word, Excel and SIMS
and database management.
- Knowledge of relevant policies/codes of practice and awareness of relevant legislation.
- Ability to deal sensitively with pupils, staff, parents, carers and visitors.
- Work constructively as part of a team, understanding school roles and responsibilities and
your own position within these.
- Ability to work under pressure and to deadlines within a specified timeframe.
- Be able to carry out the duties required professionally and with confidentiality.
- To work in accordance with the values, culture, ethos, equalities and inclusion policies of
the school, and to proactively promote anti-racist, anti-sexist and anti-discriminatory
behaviours in the day-to- day operation of the job.
- To complete school based induction and any subsequent training, which may improve and
develop performance.

Person Spec

Criteria

Desirable

Essential

Skills, abilities and knowledge

 

 

Experience of working as a PA or administration

ü

 

Experience of working within an educational environment mainstream or special

ü

Experience in Advanced use of ICT packages including Office 365

ü

Excellent interpersonal skills, both written and oral, and high standard of written and spoken English as well as telephone manner

ü

Experience in dealing with confidential work

ü

Ability to prioritise work, cope with competing deadlines and use initiative in a variety of situations

ü

Excellent typing/touch-typing skills

ü

An understanding of school office systems, procedures and policies

ü

Knowledge and understanding of data analysis and ability to use data for both input and statistical review

ü

 Good working knowledge of IT administration including maintaining and updating records on both internal and external systems

ü

Personal Qualities

Confidentiality, tact and discretion combined with a calm personality and sound judgement

ü

Enthusiastic and approachable

ü

Positive and friendly personality

ü

Flexible and adaptable (to work and time)

ü

Sense of humour

ü

Commitment to professional development

ü

Hardworking and conscientious

ü

Good communication skills

ü

Ability to prioritise own workload and that of others

ü

Calm and courteous manner

ü

Ability to communicate at all levels

ü

First Aid in the Workplace qualification or a willingness to train in First Aid.

ü

Good organisational skills

ü

Able to use initiative and work independently

ü

To show loyalty and commitment to the school

ü

School Ethos

Be able to demonstrate an understanding of the schools responsibility for child protection and Safeguarding.

 

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