Inchmarlo School Administrator

Title: School Administrator

Department: Inchmarlo

Responsible to: Bursar through the Head Teacher

Role: To provide administrative support to the Head Teacher and be the first point of contact for pupils, parents and visitors.

Main Duties & Responsibilities

Receptionist

• Undertake reception duties including responding to telephone and personal enquiries
• Assist with whole School communication, including contacting parents, pupils and staff
• Meeting and welcoming visitors and providing hospitality as required
• Fielding enquiries from parents, pupils, staff, Governors, external organisations including other schools and prospective parents and pupils
• Acknowledging receipt and arranging prompt distribution of deliveries
• Administration of incoming and outgoing mail and its delivery to the post office.

Personal Assistant

• Providing and managing confidential support to the Head Teacher with all activities including diary and email management, travel arrangements, setting up and servicing meetings, planning and organisation
• Ensuring an effective system of diary management for the Head Teacher and Senior Leadership Team
• Completing required preparatory work for the Head Teacher's appointments and commitments
• Undertaking discrete project work on behalf of the Head Teacher
• Ensuring that follow-up action points from meetings are recorded and completed
• Attending events with the Head Teacher to provide administrative support
• Being responsible for all correspondence passing through the Head Teacher's office, including dealing with incoming and outgoing post/emails and responding as appropriate either on the Head Teacher's behalf or drafting responses
• Liaising with RBAI and other staff with regard to the administration of academic staff recruitment and other employment matters
• In the absence of the Head Teacher, referring matters to the relevant member/s of the Senior Leadership Team for action
• Recording and distributing notices from staff meetings etc
• Preparing relevant paperwork for the Senior Leadership Team, setting agenda, taking and distributing minutes as required
• Inputting and accessing information to pupil files on the School's student and staff record system: SIMS/BROMCOM
• Carrying out photocopying and preparation of material for the Head Teacher as required

Administration

• Organising the administration within the Preparatory Department to ensure an efficient and well-structured office system
• Co-ordinating the admissions process according to School procedures
• Creating induction packs for all new pupils
• Providing administrative support - including word-processing, photocopying, filing, email
• Co-ordination of the School's calendar
• Co-ordinating changes to published information, in light of staffing changes/ /academic year/policy updates
• Administration of, and responsibility for the effective use of, the School electronic communication system, including pupil updating and completing end of year/start of year procedures
• HR Duties to include recruitment administration, contracts, correspondence etc.
• Use of NISTR to book and correspond with sub teachers regarding cover
• Completing annual DENI & Independent School Census
• Liaising with other staff to produce the Weekly Newsletter
• Helping to organise key school events
• Whole School Wrap Around Care booking and financial administration
• Carrying out routine administrative tasks, including the collection of money and the completion of records and registers in accordance with School policy Maintaining the Preparatory departments budget and expenses
• Updating and preparing lodgements/spreadsheets/bank spreadsheets and petty cash
• Maintenance of stationery stock and the associated records
• Assisting with the organisation of school trips
• Building strong relationships with all members of the school community and beyond;