Job Title: Administrator

Reports to: School Bursar and, the Head of Operations

Salary Range Collett Pay Scale: H4-H6: 42 weeks per year: term time, INSETs, 2 weeks in the children’s summer break and 1 week during the children’s Easter break.

Hours: 8.00am to 4.00pm, 37 hrs per week

Job contextThe Collett School is a special school for vulnerable children with SEND. The school office is the primary interface for the school with the families of the pupils and the public and as such plays a valuable role in communication and managing relationships effectively.

Job Purpose To assist the Headteacher in the leadership and management of the school by:

o Keeping children safeo Fulfilling the expectations of your paid positiono Being a strong advocate for change and champion school improvemento Conveying a positive ‘can do’ attitude and presenting a ‘united front’ to secure successful outcomes for

pupils and the schoolo Supporting the development and achievement of the school’s vision to secure success and improvemento Working in partnerships to promote the continuity of the school’s provisiono Helping to secure the commitment of the wider community to improve our young peoples’ prospects in

the mainstream world by developing, nurturing and maintaining effective networks o Ensuring compliance with The Collett School policies and, other statutory requirements of schools,

employment and the lawo Compliance with school policies and statutory requirements in schools

To deliver high quality day to day management of the school office in support of the vision, ethos and aims of the school, so that pupils reach the high aspirational targets set for them. As such role of the Administrator is to administrate, ensure accurate record keeping and manage systems including the monitoring of these.

To manage the maintenance of pupil files and maintain SIMS To support the administration needs of the school To liaise effectively with stakeholders and visitors, supporting their needs and requirements

Main duties To be wholly responsible for the admissions process for the school, acting as the school’s Admissions Officer,

reporting directly to the Headteacher To manage the maintenance of pupil files and maintain SIMS with regard to all pupil records and to attend

training courses as necessary to keep up to date with the systems and ensure office staff are suitably trained To maintain SIMS and lead developments towards the school becoming ‘paperless’ in the management of pupil

and staff records

The Collett School

AdministratorJOB DESCRIPTIONJune 2017

To manage the school reception area, including dealing with a wide range of people such as official visitors, parents, governors, contractors, staff and pupils - ensuring visitors have appropriate identification, are signed in and out and wear the appropriate badge whilst on site

To manage the school diary including the Headteacher’s appointments and correspondence where possible and relevant

To ensure the effective management of medicines and first aid treatment of children and adults in the school To manage pupil admissions and pupil transfers in accordance with the LA policy. To undertake administration requirements of the LA in accordance with their required deadlines (e.g. school

census) To manage and/or supervise the organisation, administration and financial administration of school events,

activities and educational visits on and off site To manage the catering requirements of the school To liaise with the premises and cleaning staff in the absence of the Bursar To ensure the effectiveness of pupil learning through the management and development of pupil data tracking

and analysis systems To work closely with SLT and teachers to develop and embed strategic and operational data analysis

systems to support the school’s self-evaluation and improvement process. To supervise the administrative and clerical processes relating to the purchase of all supplies To type general letters or documents as necessary To maintain and develop the school website and other digital media as a resource to promote learning, to

celebrate pupil achievement, to signpost support and information for current & prospective parents, to aid fundraising and to represent the school to the wider community.

Use CPD and training provided to ensure skills are comprehensively and consistently applied To respond to incoming calls and visitors, undertaking requirements where possible and/ or signposting To liaise with professionals working with staff in the school To improve the school’s methods and functionality with regard to communicating information To support colleagues in the use of social media as a tool for learning and engagement with parents

and community

Other Duties In the event of the fire alarm sounding, take fire drill registers, staff signing in sheet and visitors book to

assist with accurate roll call To assist in the promotion of the school through the sensitive dealings with children, parents and visitors at

all times Cover duties of other office staff during sickness or other absence To assist the Headteacher as required Take messages for other staff Deal with queries and requests from visitors and callers and being able to handle difficult situations smoothly Any other duties as can be reasonably expected within the boundaries of the school office

Knowledge, Experience and Training Excellent numeracy skills and literacy skills (minimum of GCSE grade C in English and Maths) Evidence of accredited learning relevant to the post (at NVQ 3 Level) is desirable but not essential Evidence of computer proficiency, including Word and Excel Working knowledge of computerized systems including SIMS Ability to complete work to a high standard of accuracy and presentation Ability to communicate effectively both orally and in writing across a wide range of audiences Attention to detail Ability to work in a team but also to work independently Ability to work with initiative and to tight deadlines Good organizational skills

Dealing with problems and making decisions The postholder must organize the collection and reporting of detailed information and apply this in a relevant

way to different contexts To report to the governing body as required

Dealing with queries as appropriate Exercising discretion and sensitivity Organizing priorities as these are ever changing - a flexible approach is needed The job description will be reviewed periodically

Knowledge, experience and skillsetsThe postholder must have the: Ability to communicate effectively both orally and in writing across a wide range of audiences Ability to complete work to a high standard of accuracy and presentation Strong numeracy skills and literacy skills (minimum of GCSE grade C in English and Maths) Evidence of computer proficiency, including Word and Excel Experienced knowledge of computerized systems including SIMS Enjoyment of working with children Hold experience of working safely and effectively with children Experience of secretarial and administrative work Experience of financial administrative tasks Attention to detail with accurate record keeping Ability to use standard office software Ability to work in a team Ability to read, comprehend and be able to apply policies consistently over time Ability to understand the curricular requirements of the school, including statutory requirements Ability to work with a minimum of supervision and within a team Ability to work with initiative and to tight deadlines Ability to show attention to detail Good organizational skills

Strategic Direction and Development of the School Contribute to school projects which aim to meet the aspirations of the ethos, vision and aims of the

School and School Improvement and Development Plan Lead by example in helping to create a productive school ethos Support the development of our provision for pupils up to young adulthood (post-‐16) Take ownership of your own continued professional development and seek to advance your skills for

the benefit of the school and your own personal goalsManaging Own Performance and Development

Demonstrate resilience Abide by the school’s Code of Conduct Take responsibility for your own professional development Use effective ICT skills for teaching, learning and management Prioritise and manage your own time effectively Work calmly under pressure and to deadlines Sustain personal motivation and that of your colleagues Work collaboratively to support yourself and colleagues in achieving Performance Appraisal objectives Motivate and help to enable all staff in the school to carry out their respective roles to the highest standards Contribute to the professional development of staff through example, induction, mentoring and in service

training

Managing resources Work with the teachers to ensure an effective use of resources and secure value for money across the

EqualitiesBe aware of and support difference and ensure that pupils and colleagues have equality of access to opportunities to participate, learn and develop. The school does not tolerate exploitation, prejudice or bullying with regards to

learning or physical disability/difficulty, age, gender, sexual orientation, transgender, mental health, religion, nationality or ethnicity.

Health and Safety Be aware of and comply with policies and procedures relating to child protection, health, safety and security,

confidentiality and data protection; and report all concerns to an appropriate person. Follow school procedures for moving and safe handling, first aid and Hertfordshire Steps behaviour programme.

Make the team aware of situations where it is not safe for you to intervene and hand over to another member of staff ensuring the child(ren)’s safety and others’ well being.

DBS – Disclosure and Baring ServiceThis post is classed as having a high degree of contact with children or vulnerable adults and is exempt from the Rehabilitation of Offenders Act 1974. An enhanced disclosure will be sought through the Hertfordshire County Council’s pre-employment checks. Please note that additional information referring to the Disclosure and Baring Service is in the guidance notes to the application form. Further information is available from the Headteacher and the Hertfordshire ‘grid’ for education.

Additional Information The jobholder is required to contribute to and support the overall aims and ethos of the school. All staff are required to participate in training and other learning activities, and in performance appraisal in line

with the school's policies and practice. All policies, guidance and procedures are located on the school website/ school intranet.

The duties and responsibilities listed above describe the post as it is at present. The post holder is expected to accept any reasonable alterations that may from time to time be necessary.

Organisation of the School

Governing Body and Head Teacher

Senior & Middle Leadership Teams

Teachers

Nursery Nurse Administrative and Teaching Assistants Technical Staff

SupervisionThe frequency of meetings is determined by the school's performance appraisal policies and practice. Where performance is poor or unsafe, that member of staff will be informed and consideration of the school’s competencies policies may be undertaken.

The postholder is line managed by the School Bursar

The postholder is responsible to the School Bursar and the Head of Operations

ContactThe jobholder works directly with teachers and pupils and has routine and regular contact with parents and carers and with external agencies and professionals. Training and CPD opportunities are led by all groups of postholders within the school as well as external providers.

Physical EffortTo what extent does the job involve physical effort/strain over and above what would normally be incurred in a day-to-day office environment? The job is likely to involve supporting children after falls or accidents The use of Hertfordshire Steps behaviour support procedures, which involves guiding pupils in Stepon and within

Stepup the moving and where directed, the physical restraint of pupils Moving and handling children and young people

In order to undertake the post effectively, adults will be regularly moving around the school, requiring a degree of physical stamina over the course of a day

Working EnvironmentTo what extent is the job exposed to objectionable, uncomfortable or noxious conditions over and above what would normally be experienced in a day-to-day office environment.The job may likely involve adults being in situations that children and young people hit out, kick, spit, slap, punch, throw missiles, pull clothing/hair, scream, use extreme language and swearing. The job may likely include clearing up blood or other bodily fluids of children after accident or sudden illness.

The Collett School

AdministratorPERSON SPECIFICATIONJune 2017

Essential/ Desirable person specifications: Evidence Sought

QualsESSENTIAL: o English and Maths GCSE grade C or above Certificates at

selection eventDESIRABLE: o Admin and clerical qualifications

TrainingESSENTIAL:

o Evidence of continuing professional developmento Evidence of training in safeguarding including child protectiono School information management systems training

Application formSelection event

DESIRABLE:

Expe

rienc

e

ESSENTIAL:

o Work within a school environmento Proficiency in typing and use of ICT including Word, Excel and

relevant programmeso Effective abilities to work within a department and wider

teamso Organising school eventso Financial transactions managemento Effective communication with parents and other stakeholderso Data management including accuracy in managing electronic

diaries and inputting information onto systems whilst being able to run reports and undertake basic analyses of these

o Management of confidential materials and understanding of data protection

o Comittment to continued professional developmento Strong communcation skills with stakeholders including

telehphone manner and email correspondance

Application formSelection event

DESIRABLE:

o Experience at a managerial level in a schoolo Networkingo Work with medications in schoolo Work with suppliers and contractors – organising and

managing relationships for the benefit of the school

Know

ledg

e an

d Sk

ills

ESSENTIAL:

o Strong literacy and numeracy skillso Computer literacy across a range of ICT packageso Experience of working with challenging

clients/customers/stakeholderso Understanding of promoting positive relationships with the

wider school communityo Able to work under pressure, to deadlines and to be able to

prioritise workload, work streams and support others to effectively deliver outcomes, on time

Application formSelection event

DESIRABLE: o Understanding of educational enterprise issueso Coaching and mentoring skills

Pers

onal

char

acte

ristic

s

ESSENTIAL:

o Highly developed interpersonal skills including influencing skills

o Willingness to constructively challenge the work of self and others to continually improve own and team performance

o Enjoyment of working in a school environmento Has a determination to improve the outcomes and

experiences for children and young people with special educational needs and disabilities

o Able to hold accountability and take responsibility for self and others

o Adaptability to learn new skills and respond effectively to changes imposed and created by the school

o Solution focusedo Understand the impact of each individual in a teamo Commitment to driving up standards and self-improvemento Able to be flexible with changing prioritieso Desire to see things through to an effective conclusiono Commitment to the role held and to the greater good of the

school

Application formSelection event

DESIRABLE: o