Administrative Officer Job Portsmouth area,England UK,Administrative/Clerical

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

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.

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.

Responsible for all incoming calls and messages, ensuring accurate and timely distribution of messages, with queries dealt with promptly.

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, organising meetings, assisting 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.

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.

Contact parents and carers of absent pupils in line with school policy and procedures.

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.

Complete the school pupil census as required and to an accurate standard.

Support communications within and beyond the school through a variety of media such as Parent Mail, school website and newsletters, and ensure that the school notice board is kept up to date.

Undertake general financial administration including cash handling, auditing supplies and the administration of the processing of orders.

Support the First Aid arrangements for the school, such as recording incidents and injuries in line with procedure.

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 ()
Local Government Pension Scheme (LGPS) for support staff (https://(Use the "Apply for this Job" box below).)
Benefits Platform Assistance Programme.
Cycle‑to‑Work Scheme.
Commitment to safeguarding.

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