APPLICATION PACK

ADMIN ASSISTANT

ORCHARD PARK COMMUNITY

PRIMARY SCHOOL

ORCHARD PARK COMMUNITY PRIMARY SCHOOL

INFORMATION FOR APPLICANTSCONTENTS PAGE

Letter from Headteacher 3

The Appointment Process 5

Person Specification 5

Job Description 7

Separate: Application Form

Orchard Park Community Primary SchoolDear Applicant

APPLICATION PACK – ADMIN ASSISTANT 2

ORCHARD PARK COMMUNITY PRIMARY SCHOOL

Thank you for your interest in the post of Administration Assistant. We are looking for an experienced administrator to join our office team to support the smooth running of the school.

Orchard Park School has been open since September 2007 and we are a key part of an exciting newly developing multi-cultural learning community. A school where:• Children and staff are happy, safe and love learning• High standards are achieved• There is a clearly articulated vision characterized by high expectations and aspirations • The school mission statement pervades everything• Every child truly matters and all staff do all they can to ensure the very best for each individual• Parents and the community are welcomed and are encouraged to take on an active role• All stakeholders are committed to the school improvement process and are always looking for further

opportunities to grow • The staff enjoy their work and are supportive of each other.

Our office is one of the keys to our success. It is dependent on excellent systems that are used by all stakeholders. As a member of the office team, the work will include working with staff and parents, as well as support for the pupils from time to time. The desire to support the community is essential and that includes dropping everything once the phone rings or someone arrives at the door. Our school is proud of its office team and this is often recognised and praised by our parents who state that they appreciate that they can ask the office anything and are always made to feel so welcome.

Applications are invited from committed, caring, enthusiastic and flexible applicants. Currently we have 225 children on roll. Our current staff team comprises of: the Headteacher, the Deputy Head Teacher, two Assistant Headteachers, an Inclusion Leader, eight Class Teachers, eight Teaching Assistants and two office staff.

The role of Admin Assistant will involve taking on increased responsibility for ensuring that communicating with all our stakeholders is efficient and effective. It will include meeting and greeting visitors to the school, preparing letters, posters and flyers for all school events, managing our social media and digital communication, website management ensuring it is always up to date and compliant with OFSTED requirements.

The role is varied and will involve a host of admin tasks to support the school secretary and headteacher run the school as efficiently as possible. These tasks will include responsibilities such as preparing and processing entrance and exit information for pupils as they start and leave school, creating and managing databases linked to permissions and consent for staff to follow, create school publicity documentation, newsletter production, after school club administration and all admin relating to the nursery class. The list is not exhaustive, providing you with a varied and interesting job role.

One of our current admin team described her experiences of working at Orchard Park She says “I joined the office team at Orchard Park Community Primary School over four years ago.  After taking a career break, I could not have joined a more kind and supportive team upon my return to work.  Working in a school office, no two days are alike and it is a busy environment where you need to be able to think on your feet, but it is also hugely rewarding.  I thoroughly enjoy coming to work each day, knowing that I am surrounded by caring and supportive colleagues with the shared passion of enabling the children in our school to reach their full potential. 

This booklet gives you further details about the post and information about the appointment process

In your letter of application please demonstrate clearly how you meet the person specification. If you would like any further information about the post, please do not to call the school office to speak to Lynsey Rolfe. All visits are welcomed and encouraged.

Yours sincerely,

APPLICATION PACK – ADMIN ASSISTANT 3

ORCHARD PARK COMMUNITY PRIMARY SCHOOL

Stacey Harper Headteacher

APPLICATION PACK – ADMIN ASSISTANT 4

ORCHARD PARK COMMUNITY PRIMARY SCHOOL

THE APPOINTMENT PROCESSWe are looking to appoint an experienced and highly effective administrative assistant.Applications are invited from committed, hardworking and flexible applicants who enjoy digital creativity. Application forms and further details are available on the school website, please download an application pack and return it to us either electronically or by post.

Post Admin Assistant

Start Date As soon as available

Contracted hours 12.30pm – 4.30pm 4 hours a day/20 hours per week38 weeks per year

Salary Range Grade 3Scale 5Start salary £8428

Closing date for applications Friday 1st November 2019 at 12.00 midday

Interview will be held Wednesday 6th November 2019

Address for application email: office@orchardpark.cambs.sch.uk

Contact for further information Mrs Lynsey Rolfe School Secretary

Miss Stacey HarperHeadteacher

website: www.orchardparkprimary.co.uk

Tel: 01223 438200

APPLICATION PACK – ADMIN ASSISTANT 5

APPLICATION PACK

PERSON SPECIFICATIONESSENTIAL DESIRABLE HOW IDENTIFIED

High standard of literacy, numeracy and IT skills Excellent communication skills both verbal and written

GCSE English and maths or level 2 equivalent.

Application form

EXPE

RIEN

CE

Experience of working successfully and co-operating as a member of a team

Experience and confidence with all Microsoft office packages including Excel, Word, email and database programs

Experience of using google drives Experience of creating documents in publishing programs

Office experience of at least 2 years

Have worked in a school environment 

Experience of using SIMS Experience of maintaining a

website

Application form

Supporting letter of application

Interview

References

KNO

WLE

DG

E AN

D

UN

DER

STAN

DIN

G

Safeguarding is of the highest concern Knowledge of a range of software packages Understanding of of IT systems and able to navigate through

them Able to publish a range of documents Able to find IT solutions and search answers to problems can communicate effectively (both verbally and in writing) at

all levels to a variety of audiences e.g. pupils, staff, parents, visitors;

Understanding of the importance of confidentiality

SKIL

LS

Can quickly establish and develop appropriate relationships with parents, governors and the parish and local community

Constantly promotes a positive working  environment able to prioritise workloads; have excellent time

management and organisational skills; be able to work under pressure and meet deadlines produce accurate work be able to use own initiative Will contribute to the maintenance of a safe and healthy

environment

Supporting letter of application

Interview

References

The ability to converse at ease with members of the public and provide advice and information in accurate spoken English

Ability and commitment to develop and maintain the ethos and vision of the school

Able to establish and develop effective relationships with pupils, parents and staff

Competent in the use of ICT in the management of assessment and as a professional tool

ORCHARD PARK COMMUNITY PRIMARY SCHOOL

PERS

ON

AL Q

UAL

ITIE

S AN

D

CHAR

ACTE

TIST

ICS

Able to promote the school’s aims positively punctual respectful of confidentiality at all times excellent time keeping skills A sense of humour approachable and empathetic organised and resourceful committed to high standards willingness to attend and actively participate in school events

(parents evenings, school plays) as appropriate. Have a whole school awareness with a sense of perspective and

the ability to rise to challenges Excellent interpersonal and organisational skills. 100%

commitment to the strength of the team. Creative and imaginative thinking, in order to identify

opportunities and anticipate problems Calmness and positivity under pressure Resilience and flexibility

Has the ability to work across the school and willingness to take a “sleeves rolled up, can do” approach to assist with tasks as required.

Interview

References

APPLICATION PACK – ADMIN ASSISTANT 7

APPLICATION PACK

ORCHARD PARK COMMUNITY PRIMARY SCHOOLJOB DESCRIPTION: ADMINISTRATION ASSISTANT

As Administration Assistant, you will work under the direction of School Secretary, taking responsibility for a range of administrative tasks as specified in the job description. To support the aims and ethos of the school by providing an administrative service within the school

RECEPTION

To be a friendly point of contact for both telephone and face to face enquiries and take messages where appropriate.

To ensure school security arrangements are always complied with, including the issue ofvisitor’s badges and signing of the visitor’s book.

To accept and sign for deliveries as appropriate. To provide hospitality for visitors to the school.

CLERICAL

Maintain the staff and visitor ID systems. To assist with the monitoring and maintenance of stock and order supplies as necessary. To provide general clerical support To undertake filing and photocopying To order and maintain school uniform stocks, liaising and selling to parents as necessary. Maintain record of policies and record of reviews, ensuring that policy updates are timely and

easily available to all staff and Governors. Co-ordinate clubs for staff and the PE coordinator – liaise with club providers ensuring that

they are compliant re health and safety and safeguarding. Communicate club availability to parents, keeping up to date registers of attendance Co-ordinate the publishing of topic webs and other curriculum related materials Manage job vacancies including national and local advertising sites, in addition to the school

website Manage certificate systems for teaching staff

COMMUNICATION

To develop and maintain front of house digital communication To manage the school website ensuring that it is up to date and compliant at all times. To tweet daily regarding school events and teaching and learning highlights Create mini clips for you tube and OPTV Create welcome packs for new starters including nursery and reception. Maintain the welcome board, the Headteacher award board and the school council board Create posters, flyers and other documents as requested Create draft newsletters in liaison with the Headteacher

ORCHARD PARK COMMUNITY PRIMARY SCHOOL

Produce and proof read letters and other documents Use SIMS INTOUCH to communicate with the parents/carers Communicate awards and achievements to parents and carers. Create and update diary dates for all stakeholder Contribute to the production and sending of the weekly bulletin Support the headteacher in creating features for the community newsletter

NURSERY LINK

To update all information booklets and letters termly – ready for welcome meetings and new arrivals

WHOLE SCHOOL

Advertise and manage all admin tasks for school productions To liaise with the school photographer and co-ordinate visits including managing the event

with parent, staff and pupils Co-ordinate, collate and print whole school reports for parents – managing the storage of

such documents. Liaise with the PTFA regarding community events and support with all associated

administration To book and co-ordinate the whole school panto trip on an annual basis Manage lost property Manage storage of general stock and stock numbers Manage the school online diary Co-ordinate the ordering of santa claus presents Ordering books and library relating resources

GDPR

Maintain data bases and spreadsheets relating consent relating to photograph and communicating this will all staff

To ensure the policies and privacy statements are in line with regulations Liaise with the Data Officer at the ICT service as and where appropriate To support the Headteacher and office staff in ensuring the school is compliant.

HEALTH, SAFETY AND DISCIPLINE

Promote the safety and well-being of pupils in accordance with the school’s Safeguarding Policy and other relevant policies.

To recognise health and safety is a responsibility of every employee, to take reasonable care of self and others and to comply with the Schools Health and Safety policy and any school-specific procedures / rules that apply to this role

Establish and maintain supportive relationships with individual pupils, whole class groups and parents/carers.

PROFESSIONAL DEVELOPMENT

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ORCHARD PARK COMMUNITY PRIMARY SCHOOL

Participate in arrangements for the appraisal and review of your own performance. Participate in arrangements for your own further training and professional development

including induction.

COMMUNICATION

Communicate with pupils, parents and carers in accordance with the school ethos, policies and practice.

Contact parents and carers as and when requested when pupils are unwell or are late being collected.

Admin liaison with PTFA to co-ordinate organising events, including emailing flyers and other information home to families.

FULFIL WIDER PROFESSIONAL RESPONSIBILITIES

To promote the welfare of children and to support the school in safeguarding children though relevant policies and procedures

To promote equality as an integral part of the role and to treat everyone with fairness and dignity.

Make a positive contribution to the wider life and ethos of the school including the attendance to school events beyond the working day.

To use information technology systems as required to carry out the duties of the post in the most efficient and effective manner

OTHER

The duties above are neither exclusive nor exhaustive and therefore staff may undertake other duties appropriate to the post that may reasonably be required from time to time, as required by the School Secretary, Deputy Headteacher, or the Headteacher

This is a description of the job as it is constituted during September 2019... It is the practice of the school to periodically examine job descriptions, update them and ensure that they relate to the job performed, or to incorporate any proposed changes. This procedure will be conducted by the Headteacher/Manager in consultation with the post holder.In these circumstances it will be the aim to reach agreement on reasonable changes, but if agreement is not possible management reserves the right to make changes to the job description following consultation

APPLICATION PACK – ADMIN ASSISTANT 10

ORCHARD PARK COMMUNITY PRIMARY SCHOOL

CAMBRIDGESHIRE COUNTY COUNCILCONDITIONS OF EMPLOYMENT

The successful candidate will be required to satisfy the authority of his/her physical fitness before the appointment is confirmed. In accordance with the requirements of the Home Office and the Department for Education and Skills the appointment is subject to a clear enhanced DBS check.

CAMBRIDGESHIRE COUNTY COUNCIL’S POLICY STATEMENTS ON EQUAL OPPORTUNITIES

The Council has issued five policy statements that must be observed at all times and are designed to promote equal opportunities in employment and to encourage applications from minority groups within the community.

At the moment, it is not unlawful to discriminate against candidates or employees on grounds of their age or sexual orientation. However, the Council has gone beyond its statutory obligations and has adopted its own policy to promote equality of opportunity on these grounds. To contravene the Council’s equal opportunities policies by acting in a discriminatory way is a disciplinary offence that may lead to disciplinary action.

Statement of Policy to Promote Sex Equality in Employment

This Council undertakes not to discriminate unlawfully, either directly or indirectly, against a job applicant or one of its own employees, on grounds of sex or marital status. All HR policies and procedures are administered so as not to discriminate between employees on the grounds of sex or marital status.

The only exceptions allowed by law are where sex is a genuine occupational qualification that determines selection for a particular job and where sex has to be taken account of as part of a programme of recruitment and training.

The Council requires all contractors to comply with the employment provisions of the Sex Discrimination Act 1975 and Equal Pay Act 1970.

The Council will monitor and review the effectiveness of this policy periodically. It is the duty of all those responsible for implementing the policy to give it full effect, in particular taking account of the Code of Practice issued by the Equal Opportunities Commission.

Statement of Policy to Promote Racial Equality of Opportunity in Employment

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ORCHARD PARK COMMUNITY PRIMARY SCHOOL

This Council’s policy is to ensure that no job applicant or employee receives less favourable treatment by reason of race, nationality, colour or ethnic or national origin; and is not put at a disadvantage by the setting of qualifying conditions or requirements which have the effect of discrimination on racial or ethnic grounds.

All HR policies and procedures are administered so as not to discriminate between employees on grounds of racial or ethnic origin.

The main HR policies and procedures affected relate to recruitment, selection, payment, conditions of employment, training assessment, transfer, promotion, discipline, dismissal, and health, safety and welfare. The only exceptions allowed by law are where ethnic origin is a genuine occupational qualification that determines selection for a particular job and where ethnic origin has to be taken account of as part of a programme of recruitment and training.The Council requires all contractors to comply with the employment provision of the Race Relations Act 1976.

The Council will monitor and review the effectiveness of this policy periodically. It is the duty of all those responsible for implementing the policy to give it full effect, in particular by taking account of the Code of Practice issued by the Commission for Racial Equality.

Statement of Policy to Promote Equality of Employment for Disabled Persons

The Council’s policy recognises that while some disabled people are capable of performing the same job as able-bodied people, others may be limited, to a lesser or greater degree, by their disability in the work that they can perform, but this limitation may be considerably counterbalanced by the skills and effort that they can contribute. Therefore, in fulfilment of this recognition:- in all arrangements for recruitment to vacancies, disabled people will be given full and fair

consideration; (if appropriate the services of the local Disability Employment Adviser will be used);

- if necessary and practicable, reasonable adjustments will be made to job requirements to enable suitable disabled persons* to be employed, or a newly disabled employee to continue in employment;

- disabled employees will be given equal opportunity for training relevant to their current job, or for promotion, and will be given special training, if required, in order to have an equal chance of promotion.

The Council is a Disability Symbol User (AKA Green Tick) and as such undertakes to:- guarantee an interview to all applicants with a disability who meet the minimum criteria;- consult disabled employees regularly;- retain employees, where appropriate, if they become disabled;- improve knowledge/develop awareness of disability; and- check progress and plan ahead.

Statement of Policy to Promote Equality of Employment on Grounds of Age

This Council has affirmed the policy not to discriminate on grounds of age in job recruitment and selection.

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ORCHARD PARK COMMUNITY PRIMARY SCHOOL

The Council has also recommended to the Government to amend the employment legislation to make it illegal to practise age discrimination in job recruitment and selection.

Statement of Policy to Promote Equality of Employment on Grounds of Sexual OrientationThis Council undertakes not to discriminate unlawfully, either directly or indirectly, against a job applicant or one of its own employees, on the grounds of sexual orientation.

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