JOB DESCRIPTION

Job Title: Administration Officer – Cover & Marketing

Reports to: Principal

Overall Responsibilities:

To have responsibility for ensuring the key business areas of marketing, events and PR are managed consistently in line with the values of Advantage Schools (AS) and Bedford Free School (BFS) and that all services meet with legislative and best practice guidelines.

To manage the provision of cover for staff absence.

To provide assistance and support to CEO of AS and the Principal of BFS.

To act as the Reception Manager, ensuring cover at all times including working on Reception as required.

Main Duties:Administration Management1. To be responsible for the smooth running of the BFS reception ensuring it operates effectively and

efficiently in a manner that matches the school’s needs and is consistent with BFS’s values.

2. To provide administrative and secretarial support to the CEO of AS as required.

3. To be the lead contact for IT Support and assist with and oversee any issues relating to IT.

4. To assist with auditing and recording IT hardware and software.

5. To take a lead role in the design, implementation and maintenance of administrative support systems and procedures in the event of changes in legislation and / or management structures in order to meet the needs of the school and ensure compliance with General Data Protection Regulation.

6. Oversight of office equipment at BFS including the telephone system, advising the Principal of BFS where cost savings or additional equipment is required.

7. To be responsible for ensuring the access control system to BFS is kept up to date, new staff are issued key cards upon joining and cards of leavers are collected and re-issued.

8. To act as a designated user of the BFS CCTV system and facilitate access to footage as required.

Marketing and Website:9. To ensure the AS and BFS websites are up to date, relevant and compliant with legislation.

10. To administer co-ordinated marketing campaigns, in liaison with the Principal of BFS, CEO of AS and external marketing companies. This includes processing relevant orders, organising external events for example open days / evenings, managing and controlling the budget for each campaign and analysis of responses.

11. To ensure effective running of AS and BFS marketing events, parents evenings, open evenings / days and all other after school meetings and presentations. Attending when required to assist.

12. To organise hospitality as requested for AS and BFS events, meetings and visitors.

13. To co-ordinate the publishing of press releases on the websites, social media and in print, writing and proofing copy where required.

14. To receive and deal appropriately with a wide variety of callers and visitors, including staff and students, Governors, local councillors, council officers, government officers, MPs, visiting dignitaries

15. To ensure AS and BFS is promoted positively to different audiences, including other schools and parents, and to raise its profile within the community.

16. To be responsible for the implementation of a consistent style of presentation of formal communication throughout the school

Cover:17. To manage and oversee the cover system within BFS, to include the booking of external supply teachers

as and when needed, and the booking of classrooms for exam venues

18. To liaise with supply agencies as appropriate and check and manage timesheets submitted are a true and accurate reflection of work done.

19. To manage the BFS supply teaching budget and to ensure that agency staff used by BFS are done so in the most cost effective way, whilst maintaining standards in the classroom

Other Duties:20. To undertake as required other duties and responsibilities relevant to the job as directed by the Principal

of BFS or CEO of AS.

21. Additional responsibilities may be agreed with the candidate depending upon their specific skill set and the needs of the School / Trust.

Confidentiality To maintain a high degree of confidentiality at all times.

GDPR - Data Protection To be responsible for following GDPR requirements in line with BFS and AS policies and procedures.

Safeguarding To be responsible for promoting and safeguarding the welfare of students and for raising any

concerns in line with School procedures.

Equality and Diversity To be responsible for promoting equality and diversity in line with School policies and procedures.

Health and Safety To be responsible for following health and safety requirements in line with School policies and

procedures. To act as a Fire Warden or First Aider as required. To be responsible for recording all relevant accidents, injuries and incidents on Assessnet.

Training and development To participate proactively in training and development including qualification development required in

the job role.

Person Specification

Job title: Administration Officer – Cover & Marketing

Essential DesirableQualifications/Training English and Maths at GCSE grade A-C or equivalent First Aid at Work

Qualification Fire Warden Training Marketing Qualification Equality and Diversity

training Safeguarding training

Knowledge/Experience Highly organised with good attention to detail

Experience of office administration and managing a team

Experience of maintaining a website

Experience of managing events

Evidence of high performance in previous roles/jobs

Experience of working effectively with people from diverse backgrounds

Knowledge of school processes and procedures

Experience of running marketing campaigns

Experience of working in an education environment

Experience of working with SIMS data management system.

Good working knowledge of IT including Microsoft Word, Excel, Outlook

Experience of arranging cover in a school

Skills/Abilities Understands how to plan and how to identify priorities, critical activities and available resources

Ability to consistently demonstrate high levels of job performance

Ability to communicate effectively and confidently face to face, on the telephone and in writing

Good organisational and time management skills

Good administrative skills, with the ability to maintain accurate, up-to-date records

Ability to work on own initiative and as part of a team

Ability to provide support and mentor new team members

Ability to make a positive contribution to the team, valuing and respecting others’ expertise and contribution

Ability to work under pressure and to deadlines

Ability to consistently create a welcoming and supportive environment for students and/or stakeholders

Ability to promote the school’s reputation and carry out the school’s business appropriately and professionally at all times

Special Requirements Good communication skills, supportive, approachable

and a team player

A calm and logical approach to work

Fosters an open, fair and equitable culture and manages conflict

Ability to form and maintain appropriate relationships and personal boundaries with children and young people

A willingness to undertake relevant and appropriate staff development

Flexible approach to work and working times

Awareness of health and safety requirements relevant to the job

Responsibility for promoting and safeguarding the welfare of children and young persons in the area and school