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School Administrator
Kidderminster
Posted about 12 hours ago
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The Rivers CofE Academy Trust
We have an exciting opportunity to join the friendly team at Heronswood Primary School, part of one of the newly established River’s hubs. As a School Administrator, you will be supported by the School Office Manager, as well as a collaborative network of Office Managers and administrators from across the Trust. This wider network provides opportunities to share knowledge, learn from experienced colleagues and be part of a supportive professional community.
Reception and Customer Service
- Act as the first point of contact for pupils, parents/carers, visitors, contractors, and telephone enquiries, providing a professional, welcoming, and responsive reception service.
- Build positive relationships with pupils, parents/carers, colleagues, and visitors, resolving routine enquiries and referring more complex matters appropriately.
- Adhere to school procedures and ensure that staff receive messages (telephone, email, face-to-face) promptly and accurately.
- Maintain notice boards, update timetables/rotas, sort, and distribute mail.
- Report premises, IT, and other issues, ensuring the site manager and SLT are aware of urgent matters.
- When required, notify contractors and arrange service visits.
- Maintain the school's visitor management system, ensuring all visitors and contractors are signed in, appropriately identified, and comply with safeguarding procedures.
Administration
- Provide administrative and organizational support to the Headteacher, Senior Leadership Team, and Office Manager, including preparing correspondence, arranging meetings, maintaining records, and coordinating administrative activities.
- Coordinate administrative arrangements for after-school clubs, governance activities, school publications, and other operational activities.
- Maintain office supplies, inventories, and equipment, arranging repairs and servicing as required.
- Assist with the organization of meetings, events, and hospitality arrangements.
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Pupil Administration
- Act as the first point of contact for admissions enquiries, supporting families throughout the admissions process, including in-year admissions and new starters.
- Coordinate school tours, open events, and other activities to promote the school and welcome prospective families.
- Maintain accurate pupil records within the school's Management Information System, including setting up new pupils, recording personal information, and maintaining statutory records.
- Maintain attendance records, monitor daily attendance, follow up unexplained absences, and prepare attendance correspondence in accordance with school procedures.
- Set up ParentPay accounts for new pupils and administer Free School Meals, Pupil Premium, and other funding schemes, supporting eligible families to access available financial support.
- Prepare pupil information and attendance data to support statutory returns and reporting requirements.
- Provide administrative support for educational visits, including parental communications, consent, payments, and associated records.
Communications and Marketing
- Produce and distribute school communications through digital and printed channels, including newsletters, email, and approved communication platforms.
- Maintain the school's website and approved social media channels, ensuring content is accurate, engaging, and compliant.
- Support the promotion of the school through events, publications, community engagement, and other approved communication channels.
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Finance
- Administer the school's cashless payment systems, including allocating payment items, monitoring income, and following up outstanding balances.
- Administer school meals, educational visit payments, and other pupil-related financial processes.
- Support the administration of Free School Meals, Pupil Premium, and other funding schemes.
- Raise purchase orders and process invoices in accordance with school financial procedures.
- Support the financial administration of nursery, wraparound care, school uniform sales, and other income streams.
- Liaise with parents regarding outstanding payments.
Information and Records
- Maintain accurate, secure, and confidential records across the school's information, management, and compliance systems in accordance with data protection legislation and Trust procedures.
- Maintain pupil, workforce, and safeguarding records, including the Management Information System, CPOMS, and the Single Central Record.
- Prepare and maintain information to support statutory returns, including the School Census.
Other
- Undertake any other duties commensurate with the grade of the post as reasonably required.
- Work in accordance with Trust policies and procedures, including safeguarding, health and safety, equality, and data protection.
- Participate in appraisal, training, and continuing professional development.
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Skills
Reception
Customer Service
Office Administration
Pupil Records Management
Financial Administration
Communication
Marketing
Data Protection
Safeguarding
Event Coordination
Information Management
Stakeholder Management