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Job title - Office Administrator
Business Area - Atlas Centre
Contract type - Permanent
Working pattern - Full-time, term-time only. Monday-Friday 8:30am - 4 pm.
Pay scale - £19,573 (Already Pro rata)
Role Purpose
The Office Administrator plays a pivotal role in the daily operations of the Atlas Centre which supports young people with complex Special Educational Needs (SEND). Acting as the central point of contact for staff, students, families and external agencies, this role is essential in ensuring the smooth, safe and efficient running of the office. While also supporting the wider Atlas community in delivering high quality education and care to young people with Complex Special Educational Needs (SEND).
The Office Administrator must demonstrate exceptional organisational skills, emotional intelligence and a deep understanding of the unique needs of vulnerable learners. The role requires a proactive and compassionate individual who can manage a wide range of administrative duties with professionalism, direction and a child-centred approach.
The post holder will be responsible for maintaining accurate records, supporting safeguarding and compliance processes, coordinating communication across the college and contributing to a welcoming and inclusive atmosphere.
Key Responsibilities
Front-of-House & Visitor Management
- Receive and welcome visitors at the front desk, ensuring they are greeted professionally, directed appropriately, and announced to relevant staff in a timely manner.
- Maintain a calm, friendly and organised reception environment that reflects our values and supports a positive first impression.
Administrative & Clerical Support
- Carry out a broad range of clerical and administrative duties to support daily operations, including document preparation, filing, photocopying, and general office management.
- Manage and update IT systems proficiently, including Microsoft Teams, Outlook and Microsoft Office, ensuring efficient communication and accurate information handling.
- Record and monitor office expenditure, ensuring that financial entries are accurate and processed in line with school procedures.
- Oversee the ordering, monitoring and organisation of stationery, office supplies and resources.
- Complete NCFE and Century administration tasks, ensuring accuracy, compliance and timely submission.
- Administer and distribute student reports and related documentation.
Pupil Records, Data & Compliance
- Maintain accurate pupil records, including attendance, and ensure the completion and submission of all related forms and statutory returns.
- Contact parents and carers as required to support attendance, welfare, and general communication.
- Ensure compliance with data protection legislation, checking that all information is stored, used, and shared in line with relevant policies and legal requirements.
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Student Support
- Collect and distribute student lunches, ensuring processes are followed efficiently and respectfully.
- Provide administrative support for student-related activities and systems as needed.
Staff Support & Operational Coordination
- Assist with the planning, preparation, and smooth delivery of staff INSET days and training events.
- Contribute to the ongoing development and organisation of support service systems, processes and procedures to enhance operational effectiveness.
Facilities & Office Management
- Maintain oversight of the office environment, ensuring it is safe, organised and well-presented.
- Coordinate with the maintenance team to arrange repairs and resolve any facilities issues promptly.
Health, Safety & Compliance Roles
- Act as a designated Fire Marshal, supporting emergency procedures and ensuring a safe environment for staff, pupils and visitors.
- Serve as the designated on-site First Aid contact, providing appropriate support during incidents or medical needs.
As part of your role, you may be required to undertake additional tasks or responsibilities that are reasonably within your skillset and capabilities, in line with business needs. This ensures flexibility in supporting the team and adapting to changing priorities.
Skills and Abilities
- Excellent Communication – able to communicate clearly and sensitively with students, families, staff and external professionals.
- Organisation skills – Strong ability to manage multiple tasks, prioritise workload, and meet deadlines in a busy environment.
- Empathy and Patience – understanding of the challenges faced by children with SEN and SEMH and the ability to respond with compassion and care.
- Discretion and confidentiality – Trusted to handle sensitive information appropriately and in line with safeguarding and data protection policies.
- IT Proficiency – Confident using Microsoft Office (Word, Excel, Outlook) and school management systems.
- Problem-Solving – Able to think on your feet, resolve issues calmly and support the smooth running of the centre.
- Team Player – Willing to work collaboratively with colleges and contribute to a positive working environment.
- Attention to Detail – Accurate record-keeping and methodical approach to administrative tasks.
Experience and qualifications
Essential
- Proven experience in an administrative role, preferably in an educational or care setting (At least one year).
- Excellent communication and interpersonal skills.
- Strong organisational and time-management skills.
- High level of discretion and confidentiality.
- Ability to work to strict deadlines.
- Proficient in Microsoft Office and school management systems.
- Understanding of Complex SEND and SEMH needs and a commitment to inclusive education.
- First Aid (willingness to achieve this).
- Full UK Driving Licence with access to a vehicle.
- GCSEs In Maths and English (Or Equivalent - Functional Skills Level 2).
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Desirable
- Experience working in a specialist School or care setting.
- Knowledge of EHCPs and SEND code of practice.
- Safeguarding training.
- Experience of CPOMS, or other reporting systems.
Behaviours and Attitudes
- Empathy: Foster a supportive environment that encourages understanding and compassion among students and staff.
- Integrity: Uphold honesty and strong moral principles in all interactions and decisions.
- Resilience: Encourage students to develop coping strategies and the ability to bounce back from challenges.
- Trust: Build a culture of trust where students feel safe to express themselves and take risks in their learning.
- Authenticity: Encourage students to be true to themselves and embrace their individuality.
- Commitment: Instil a sense of dedication to personal growth and the learning process.
- Honesty: Promote transparency and truthfulness in all communications and assessments.
- Enjoyment: Create a joyful learning environment where students find pleasure in their educational experiences.
- Learning: Encourage a lifelong love of learning and curiosity about the world.
- Respect: Cultivate an atmosphere of mutual respect among students, staff, and the wider community.
Declarations
We aim to create and maintain a safe environment and community where all young people and adults feel safe, secure and valued. We work hard to create strong relationships and show a commitment to safeguarding all young people.
Our work is classified as Regulated Activity as defined in the Safeguarding Vulnerable Groups Act 2006 (SVGA). This role will include regular contact with Children 121 or group setting. This includes those that could be classified as vulnerable and both an understanding of and experience in adhering to UK safeguarding legislation is required.
Further information relating to our Safeguarding, Child Protection, Ex-offender or Safer Recruitment policies are available upon request.
All applications are assessed on an individual basis in relation to the Rehabilitation of Offenders Act (ROA) 1974.
This post will require the successful candidate to complete our Disclosure Barring Service, Vulnerable Child and Adult register checks as well as reference checks. We may also carry out additional online searches such as social media as part of the selection process.
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