This is an exciting opportunity to join a rapidly improving all through school. The core purpose is to ensure the smooth and efficient running of the school office, providing high quality and effective administrative support for the school and school leadership team.

Salary: FTE: £29,330.00 - £31,773.00 (Pro rata: £27,167.22 - £29,430.07) 

Department: ADM 

Job Type: Full Time - The working hours are 37 hours per week, term-time only, plus 3 weeks, based around an 8am to 4pm day Monday to Friday.

Closing Date: 28/01/2025 10:00 

Interview Date: To be confirmed 

Start Date: To be agreed

Additional Information

Contract Type: Permanent 

Pay Grade: Grade 7; SCP 14-19 Hours 37 hours per week Working weeks Term time only plus 3 weeks

Reports to: Deputy Headteacher

The role of the Administrator is pivotal to The Gatwick School, ensuring the smooth and efficient running of the school office, the hub of the school, and providing high quality and effective administrative support for the school and the school Leadership Team.

Key tasks Administration:

• Be the first point of contact for parents and visitors, welcoming them to school and introducing them to relevant staff members
• Handling administrative tasks, such as photocopying and data entry
• Support colleagues by providing front of house administrative support as part of the administration team, when required
• Sort, distribute and record mail
• Create a strong ethos of excellent customer service that supports and welcomes internal and external users of the office and reception
• Ensure the effective use of administrative systems to deliver school services
• Ensure all front of house areas are kept tidy, and that reception/student services presents to visitors in a warm, welcoming and professional way
• To assist with relevant meetings as required
• Provide reports on the working of the schools’ administration as required
• Coordinating and accepting all deliveries in school
• Model and promote the school’s values for children to be respectful, curious, independent, resilient and aspirational leaders
• Answering phone calls to the school and all enquiries to the school
• Ensure all office equipment is maintained and serviced
• Keep abreast with future events and organise requirements including catering requests, setting up meeting rooms, sending invitations etc.
• Provide administrative support for all school visits and support the EVC co-ordinator
• Order stationery and general office supplies, keeping the stationery cupboard stocked and tidy

Management Information Systems

• Support use of the school’s Management Information System to provide relevant internal and external data and communications, as required
• Ensure pupil information lists and records are maintained for appropriate groups, e.g., Free School Meals, Pupil Premium and SEN
• Oversee the schools admissions process (including in year admissions and leavers), in collaboration with the data manager and other school staff Reception Cover
• Greeting visitors, signing in visitors and ensuring all security passes are issued correctly, answering phone calls and responding to emails
• To liaise with parents where required if pupils are unwell
• To ensure that all safeguarding policies are strictly adhered to and any concerns are swiftly passed on to DSL
• Managing the schools schedule and calendar
• Directing visitors to the appropriate areas of the school
• Liaising with teachers, staff, parents and external partners

First Aid

• Be an appointed First Aider, assisting with visitors, staff and pupil first aid/welfare duties
• Update the Medical Tracker with pupil/staff information and monitor the system to ensure all incidents are being logged
• Complete accident reports as required
• Co-ordinate the agreed procedures for the administration of first aid, administration of medicines, use of the medical room and ensure that staff are trained in these procedures so that pupils are treated appropriately and effectively
• Maintain details of all qualified first aiders, including details of qualifications and expiry
• Book training for staff to become First Aiders with approved providers
• Monitor first aid training requirements and book the necessary courses

Support of Colleagues

• Be the liaison and first point of contact between administrative and other staff
• Provide routine administrative support for other staff (reprographics, word processing, etc)
• Work proactively and collaboratively with other members of the staff team
• Recruit and manage high quality, effective and compassionate office and administrative staff, leading induction and prioritising appropriate support and supervision to all staff
• Ensure effective staff supervision, performance management, training and continuing professional development
• Facilitate and lead regular team meetings
• Keep job descriptions under review to ensure they are relevant and meet the needs and priorities of the school
• Take part in the recruitment and induction of staff and volunteers
• Minute taking during staff meetings and distributing to the team as appropriate

Self-Development

• Attend staff and team meetings as required
• Participate in training and other learning activities offered by the school
• Improve own practice, including through observation, evaluation and discussion with colleagues

Legislative and Procedural Compliance

• Maintain confidentiality on all school matters at all times
• Follow all legislation and best practice relevant to your role
• Follow all school and Aurora Academies Trust policies, procedures and guidelines

Safeguarding and Child Protection

• Ensure that proper recording is carried out to meet the needs of the Single Central Record
• All staff have a responsibility for providing and safeguarding the welfare of children and young people they come into contact with
• All staff must comply with the school’s Safeguarding Policy
• If, in the course of carrying out the duties of the post, the postholder becomes aware of any actual or potential risks to the safety and welfare of our pupils, these concerns must be reported immediately in accordance with the policy to their manager or the DSL
• It is a requirement of the role that appropriate safeguarding and child protection training is undertaken
• A Disclosure and Barring Service (DBS) Check will also be required, and any additional checks recommended by Keeping Children Safe in Education may be undertaken (which may include online and social media checks)

The list of duties in this job description should not be regarded as exclusive or exhaustive. This job description details the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and cannot, of themselves, justify a reconsideration of the grading of the post.

Aurora Academies Trust reserves the right to update this job description, from time to time, to reflect changes in, or to, your job. You will be consulted about any significant proposed changes.

Staff Benefits:

• Fringe allowance
• Potential for career progression
• An experienced and supportive central Trust team
• Extensive CPD opportunities for all staff including Aurora Trust-wide CPD
• Coaching culture established for staff
• Staff / Long Service Awards
• Aurora Academies Advantage Scheme, which includes discounts to high street shops, cycle-to-work scheme, well-being support, and access to an online GP service