Administration Apprentice

Polaris Education – Selwyn Hall School
Administration Apprentice
Contract: Full Time, Term Time Only
Contract Term: Fixed-Term – approximately 18 months
Salary: £13,380.00 (£8.00 per hour)
Hours: 37.5 hours per week
Location: Foxton, Cambridgeshire

Benefits

• Company pension
• Life Assurance
• Employee Discount Scheme

Apprenticeship Information

Level 3 Business Administration Apprenticeship

• Paid training in line with National Minimum Wage, with a view to obtaining a recognised qualification
• Allocated study time during the working week to attend learning that supports your apprenticeship
• Paid training towards a recognised qualification within administration
• Completion of Functional Skills Level 2 in Maths and English, if required, alongside your qualification

About Us

Selwyn Hall School is a SEN school in Foxton, south-west of Cambridge, which provides specialist education for pupils aged 7–18 with social, emotional and mental health difficulties (SEMH). Our pupils may have a number of diagnoses including ASD, ADHD, FASD, anxiety and/or communication and interaction, cognition and learning needs. Our small bespoke groupings of 4–6 children ensure that every pupil receives the individual attention they need to succeed.

The school is situated within large private grounds to create a therapeutic environment that enables us to focus on the health and wellbeing of the pupils. We have space for a range of outdoor learning experiences including Forest School, a multi-use sports pitch, sensory trail, conservation area and play equipment. Inside, the building has been completely refurbished and offers a range of classrooms and activity rooms including science, computing, music, drama and Art/DT.

We are part of the Polaris Community and have been passionately improving the lives of young people for over 30 years. Within the Polaris Community, we have over fifteen SEN schools across the UK that work together to provide each pupil with a tailored, diverse and appropriate education in a safe, supportive environment that promotes engagement, inspires learning and encourages achievement.

We’re incredibly proud that 100% of our inspected education services have been rated Good or Outstanding by Ofsted.

What We Are Looking For

We are currently seeking a motivated and organised Administration Apprentice to support our school team.

Reporting to the School Administrator, the post is full time, with allocated time to complete the apprenticeship either at a local college or on-site, depending on availability when you commence the apprenticeship.

The role is available to start as soon as possible for the right candidate.

Role Responsibilities

• Promote the safeguarding and welfare of all pupils and visitors
• Promote and act on initiatives to improve quality of life and wellbeing for pupils and staff

Reception

The Administration Apprentice will provide a warm welcome for parents, visitors and colleagues and deal with their requests in an efficient and professional manner.

Key Tasks and Activities

• Answer the telephone in a friendly, professional and efficient manner and record and pass on messages as appropriate
• Ensure visitors sign in, sign the safeguarding disclaimer and are provided with a visitor’s badge
• Accurately maintain the shared calendar and update school information
• Provide refreshments for visitors
• Work at parents’ evenings and other evening events as required
• Inform the relevant staff member when deliveries arrive
• Distribute internal and external post and correspondence as appropriate
• Arrange ID cards for all new starters and governors for the school
• Liaise with transport services and taxi suppliers when necessary to support pupil transport

Administration

Support the School Administrator in providing full administrative support to the Headteacher, School Management Team and all other education staff at the school.

Key Tasks and Activities

• Produce letters and memorandums
• Undertake filing and photocopying and assist users with the operation of the photocopier, including changing inks and attempting to resolve issues
• Provide administrative assistance as required by the Leadership Team, including ordering resources
• Ensure all information is treated confidentially and exercise absolute discretion at all times
• Use IT hardware and relevant software packages efficiently to access, manage, retrieve and share information as required
• Use office equipment competently and keep up to date with developments and changes to equipment
• Maintain paper and electronic filing systems efficiently and in accordance with current systems and processes
• Ensure documents are prepared and data is entered onto the school’s information management system
• Undertake stocktaking and order materials and equipment as required
• Deal with school correspondence, emails and phone calls
• Support the Headteacher with local authority correspondence and quality assurance paperwork and visits
• Maintain the school diary, including room bookings and meeting schedules

Attendance

Support the School Administrator to:

• Monitor and track whole-school attendance and punctuality and send out letters where appropriate
• Assist with the production of termly reports for the Headteacher and Governing Body
• Develop and maintain links with parents/carers, children and the local authority’s Educational Welfare Service
• Monitor and ensure that correct attendance codes are entered in class registers on the school’s information management system
• Contact parents/carers to establish the reasons for pupils’ absenteeism by telephone and letter
• Work closely with the school’s Senior Leadership Team to establish authorised absences and agree appropriate actions
• Maintain and monitor the school’s attendance records and produce returns and reports as necessary
• Monitor and maintain an accurate computer record of pupil attendance
• Monitor the late arrival of pupils and maintain accurate, up-to-date computer and paper-based records and files
• Advise and support parents/carers in promoting their children’s regular school attendance
• Clearly communicate the school’s attendance procedures and expectations to parents/carers
• Collect and analyse attendance data to identify and track attendance patterns
• Produce termly attendance reports and certificates

Requirements

• GCSE grade 4/C or above in Mathematics and English, or willingness to complete the required Functional Skills qualifications alongside the apprenticeship
• An understanding of IT and electronic communications, including Microsoft Office applications such as Word, Excel and Outlook
• Good telephone, digital and written communication skills
• Ability to manage your workload effectively
• Ability to contribute positively to team working and develop good working relationships
• Ability to demonstrate professionalism and diplomacy and represent Selwyn Hall School appropriately at all times

The successful candidate will be required to complete an enhanced DBS check, the cost of which will be met by Polaris Community.

Polaris Education is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates.

Polaris Education is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment.