School Office Administrator – Part time

Job Type:
Job Sector:
Admin, Secretarial, Student, School Leaver
Salary Description:
Dependent on experience
Job Ref:

Job Title: School Office Administrator – Part time

Responsible to: School Office Manager and Director of Finance

Works for: School Office Manager

Direct involvement with: Parents, pupils, staff and visitors

Working Pattern: Monday to Wednesday 8am until 5pm all year round
Job Purpose: To undertake administrative tasks in order to support parents, pupils, staff and visitors as required to ensure the smooth running of the School Office.

Main Duties

 Sort and distribute the post to staff and pupils each morning;
 Sort any out-going mail including franking envelopes and parcels;
 Ensure the franking machine is operating correctly;
 Arrange for courier collection as required;
 Deal with deliveries to the school to ensure they reach the addressee.

 Ensure that the stationery cupboard is fully stocked, re-ordering items as required;
 Action staff requests for stationery;
 Assist with managing the yearly stock ordering of departmental stationery.

 Maintain accurate pupil and parent contact information on ISAMS and input any changes as required;
 Retrieve data for staff e.g. subject/teacher lists and attendance sheets for parents’ evenings;
 Generate mailing labels from ISAMS for any mailings;
 Carry out registration checks following form registration in the morning and afternoon and chase up any absences once a week;
 Send out correspondence to parents via ISAMs e-mail or SMS.

 Cover College Reception on Monday’s between 8am and 8.30am;
 Cover College Reception between 11.30am and 1.30pm on each day and any other time as required;
 Cover Highfield Prep School Reception as required.

WSLT Support
 Undertake administrative tasks for members of the Senior Team as required.

School Trips and Taxis
 Liaise with the designated taxi company for bookings and cancellations for pupils and staff;
 Assist with the preparation for school trips, for example booking coaches, as required.

 Parents’ Evenings - prepare appointment cards, teachers labels and parent packs including the comment sheet and teacher list;
 Prepare labels and badges for major events as required;
 Take minutes at the College staff briefings in the absence of the School Office Manager;
 Retrieve e-mails from “Enquire”, distribute and/or reply in the absence of the School Office Manager;
 Answer the phone and action e.g. transfer calls or pass on messages;
 Meet and greet visitors to the School;
 Ensure visitors are signed informally at Reception;
 Book rooms if requested;
 Manage the fire lists/ staff lists/ telephone lists in the absence of the

 Hard copy filing of pupil information to the pupil files;
 Carry out any photocopying for staff and ensure the photocopiers around the school are well stocked;
 Report any photocopier faults to the maintenance company;
 Assist with the receipt and collection of external exam papers;
 Assist with selling tickets for school events;
 Production of residency letters for boarders.

 To ensure that any outstanding or ongoing work is summarised at the close of school on a Wednesday in order to be able to be picked up by another team member on the following day;
 The individual will be required to fulfil any other duties as might reasonably be expected of a School Office Administrator. 

The above list of duties is not exhaustive.

Person Specification

Skills and Knowledge
 Strong customer service skills;
 Excellent team-working skills;
 Good communication skills, both verbal and written (including accurate spelling and punctuation);
 Strong organisational skills and the ability to effectively prioritise;
 Strong IT skills including Word, Excel and ability to mail merge.

Qualifications and Experience
 Experience of working as an administrator in a busy office environment;

Personal Attributes
 A flexible approach to be able to respond to whatever arises;
 To be confident to work individually or as part of a team;
 The ability to work well under pressure at busy times in the office;
 To have a friendly and approachable manner at all times.

Harrogate Ladies’ College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The successful applicant must be willing to undergo child protection screening appropriate to the post and cannot start in post until all pre- employment checks have been completed satisfactorily. The School is an educational charity and equal opportunities employer.

Contact Details:
Tel: 01733 427 182
Contact: Sian Clayton

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