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Office Administrator
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Job Title - Office Administrator
Business Area
Central Manchester
Contract Type
Permanent
Working Pattern
Full Time, Term Time Only
Pay Scale
£19,573 (already pro-rata’d)
Role Purpose
The Office Administrator plays a pivotal role in the daily operations of the college, 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 college community in delivering high-quality education and care to children and young people with Special Educational Needs (SEN) and Social, Emotional, and Mental Health (SEMH) challenges.
The Office Administrator must demonstrate exceptional organizational 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-centered 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.
Role Responsibilities
- Receiving visitors at the front desk by greeting, welcoming, directing, and announcing them appropriately.
- To contribute towards the planning, development, and organization of the support service systems and procedures.
- Undertake a wide range of clerical and administrative tasks.
- To adhere to IT systems proficiently to ensure the smooth running of systems including Microsoft Teams and Microsoft Outlook and Office.
- NCFE and Century administration.
- Record office expenditure.
- To maintain pupil records and be responsible for completion and submission of forms.
- Distribute student reports and administration.
- Stationary ordering/office supplies/resources.
- Preparation for Staff Inset and training days.
- Promote staff development and training.
- Check that data protection laws are being adhered to in relation to the storage of data.
- Maintain and manage the condition of the office and arrange for necessary repairs in conjunction with the maintenance team.
- Designated Fire Marshall.
- Designated on-site First Aid contact.
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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, prioritize 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 center.
- 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.
- Excellent communication and interpersonal skills.
- Strong organizational 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 SEN and SEMH needs and a commitment to inclusive education.
- First Aid (willingness to achieve this).
Desirable
- Experience working in a special or care setting.
- Knowledge of EHCPs and SEND code of practice.
- Safeguarding training.
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.
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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.
Job Type
Full-time
Work Location
In person
Benefits
- Company pension
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