DBS01116/26 - Admin Assistant - Hazlewood Community Primary School

LIMITLESS POTENTIAL                               IGNITE PASSION                                EMBRACE DIFFERENCE

Hazlewood Community Primary School is committed to creating a diverse workforce. We will consider all qualified applicants for employment without regard to sex, race, religion, belief, sexual orientation, gender reassignment, pregnancy, maternity, age, disability, marriage or civil partnership.

Job details: School Administrative Assistant
Salary: £21,683
Hours: 37hrs per week
Contract type: Full Time / Fixed Contract
Reporting to: Headteacher
Responsible for: School Administration
Main purpose
The administrative assistant is responsible for supporting with the administrative and organisational processes within the school. They will also act as the initial point of contact for parents, visitors and other stakeholders so will be an ambassador for the school and embody the value, vision and ethos of the school in all interactions.

Duties and responsibilities
General administration

• Update manual and computerised record/information systems
• Update and maintain the school calendar
• Assist with managing the school’s email inbox, ensuring the school meets its expected response times and emails are forwarded to the relevant staff member as necessary
• Manage and organise completed forms from parents
• Report any issues with the school’s IT systems
• Organise and distribute incoming and outgoing post
• Provide administrative support to staff as needed
• Carry out filing, printing and photocopying.
• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times

Attendance administration

• 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 and visitors arriving at the school
• 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 

Security

• Control access to the school in line with the school’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 school premises and report any concerns in line with the school’s procedures

Written communication

• Write and send email responses that are professional and uphold the school’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 school 

Other areas of responsibility

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