Job Description:

Polaris Education - Easthorpe School, Ruddington
School Administrator
Basic Salary: £21,257.48
Contract: Term Time Only
Hours: 37.5 hours
Location: Ruddington, Nottinghamshire

Benefits

• Company Pension
• Life Assurance
• Employee Discount Scheme

About Our School

Easthorpe School is an independent specialist provision serving children and young people in the East Midlands who live with their families, foster carers or in residential children's homes.

The school first opened its doors to pupils in November 2022. We are now a school of 70 pupils and 50 staff.

Our school supports pupils with Social, Emotional and Mental Health needs (SEMH) and a range of diagnoses, which may include Autism Spectrum Disorder, ADHD, Foetal Alcohol Spectrum Disorder, Sensory Processing Disorder, attachment needs and mild/moderate learning needs.

Potential candidates are strongly encouraged to get in touch and arrange a school visit before applying. Please contact to arrange a visit.

Our school forms part of the Polaris Community, who have been passionately improving the lives of young people for over 30 years, alongside our current growing portfolio of schools across the UK. We're incredibly proud that 100% of our education services have been rated as Good or Outstanding by Ofsted.

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 School Administrator will provide a warm welcome for parents, visitors and colleagues, dealing with their requests in an efficient and professional manner.

Key Tasks and Activities

• Answer the telephone in a friendly, professional and efficient manner, recording and passing on messages as appropriate
• Ensure visitors sign in, complete the safeguarding disclaimer and are provided with a visitor's badge
• Accurately maintain the shared calendar and update the school information
• Provide refreshments for visitors
• Have an effective and efficient resource process, keeping resource ordering up to date and chasing where appropriate
• Inform the relevant staff member when deliveries arrive
• Distribute internal and external post and correspondence as appropriate
• Arrange the ID cards for all new starters and governors for the school
• Liaise when necessary with transport services and taxi suppliers for pupil transport
• Support education staff with providing work experience opportunities for pupils

Administration

Provide 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
• Be responsible for the maintenance and monitoring of the photocopier
• Provide administration assistance as required by the leadership team, including ordering resources
• Ensure all information is treated confidentially and have absolute discretion at all times
• Accurately minute meetings as directed by the SLT and, where relevant, telephone conversations with parents/carers
• Schedule and attend school-based meetings with parents/carers as necessary
• Use IT hardware and relevant software packages efficiently and effectively to access, manage, retrieve and share the various types of information as and when required
• Input information onto the school's MIS platform, Ed:gen
• Input and extract information on CPOMS
• Maintain filing systems, both paper and electronic, efficiently and in accordance with current systems and processes
• Manage referrals for school places and organise assessments and visits to the school
• Ensure that documents are prepared and data is entered onto SIMS
• Undertake stocktaking and ordering of materials and equipment as required
• Deal with school correspondence, emails and phone calls
• Support the Headteacher with Local Authority correspondence and quality assurance paperwork/visits
• Oversee and manage the school diary, including room bookings and meeting schedules
• Monitor and keep accurate records of expenditure, including bank transactions and petty cash

Attendance

Key Tasks and Activities

• 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/children and the Local Authority's Educational Welfare Service
• Monitor and ensure that correct attendance codes are entered in class registers and on Ed:gen
• Contact parents/carers to establish the reasons for pupils' absenteeism by telephone and letters
• Work closely with the Deputy Head and Headteacher to establish and agree authorised absences and agree actions accordingly
• 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 assist parents/carers to maintain regular school attendance for their children
• Communicate clearly to parents/carers the attendance procedures and expectations of the school
• Collect and analyse attendance data to enable identification and tracking of pupil attendance
• Input daily attendance data onto the SIMS management system
• Run reports for termly attendance and write certificates

Requirements

• Excellent interpersonal and communication skills, written and oral
• Knowledge and understanding of child protection and safeguarding practices and protocols
• Excellent organisational skills with a systematic approach to workload management
• Excellent time management, planning and work prioritisation skills
• Experience of developing systems and processes
• Excellent understanding of Ed:gen and CPOMS
• Ability to manage, record and monitor allocated budgets and monitor expenditure and costs
• Full working knowledge of relevant policies, codes of practice and legislation
• Ability to plan and develop systems
• Ability to relate well to children and adults
• Ability to work constructively as part of a team, understanding school roles and responsibilities and your own position within these
• Ability to self-evaluate learning needs and actively seek learning opportunities
• Confidentiality of information as appropriate
• Ability to work under pressure
• Ability to work on own initiative

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

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.

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