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Job Description
- reception duties, including operating the phone and door systems, arranging routine appointments for parents and outside agencies, receiving visitors and providing them with refreshments · assisting with pupil first aid/ welfare duties
- collection and dispersal of incoming and outgoing mail
- assisting with the preparation, updating, distribution and storage of a wide range of computerised and paper based records, reports and information packages,
- regular maintenance and systematic organisation of office filing systems, retaining documents, correspondence and other records, archiving
- operation of reprographic equipment
- be aware of and comply with policies and procedures relating to safeguarding and child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
DATA MANAGEMENT
- make routine additions, deletions and other amendments to the pupil and staff databases and all other school databases
- record pupil attendance data, establishing reasons for absence
- produce reports as required from the data stored in the MIS systems
ATTENDANCE
- Advise and assist parents/carers to maintain regular school attendance of their children
- Being the first point of contact for parents and stakeholders regarding absence and other attendance issues through telephone calls, emails and letters and recording these in individual pupil logs
- Follow up reasons for absence
- Communicate clearly to parents/carers the attendance procedures and expectations of the school
- Monitor and track whole school attendance and punctuality and issue letters where appropriate
- Produce regular attendance reports for the Senior Leadership Team
- Develop and maintain links with parents/carers and the local authority’s Educational Welfare Service
- Monitor and ensure that correct attendance codes and reasons for absence are entered on the MIS (Arbor)
- Report any absence concerns to the Inclusion Leader
ADMISSIONS
- Manage the waiting list for each year group and offer available places following the school’s admission policy
- Liaising with the LA Admissions Team regarding applications and available places
- Ensuring that all in year admissions provide the relevant paperwork and information
- Receive and upload CTF files from previous schools and add/amend information of pupils new to the school.
- Ensure the smooth transition of data/information to destination schools for transferring pupils.
- Update the School Access Module (SAM) with information as required by the LA Admissions Team
- Communicate clearly to parents/carers the attendance procedures and expectations of the school
- Provide parents with all information for their child joining the school including uniform, meals, wraparound care
- Managing the new Reception intake including applying the admissions policy to the list of applications and uploading these onto SAM.
- Managing the appeals process
FINANCIAL
- Administer the school’s lunch procedures; produce weekly and monthly reconciliations, maintain an accurate list of children on free school meals, liaise with the catering team and ensure that the dinner money policy is reviewed and updated as necessary
- Ensure that steps are taken to make sure that all receipts are received from parents for educational visits etc
- Assist in updating the school account system (School Cash Office - Tucasi)
- Receive and check stock deliveries against the delivery notes
ICT
- Undertake day to day maintenance of a range of data bases (Tucasi, Excel, word, publisher, the school’s website) and assist with the preparation (and distribution) of school brochures, publicity and data returns.
PREMISES/HEALTH & SAFETY
- All staff are equally responsible for H&S in the workplace and in addition on the basis of information supplied, and under supervision of the Office Manager:-
- manage contractors on site in accordance with the “Access Control Risk Assessment”
- record accidents in the school accident book
- record all first aid/medicines given to children in the relevant books
- promote and follow the school’s safeguarding procedures
OTHER
- You will be expecting to manage and complete your studying alongside your working role.
- To have professional regard for the ethos, policies and practices of the school in which you are employed, and maintain high standards in your own attendance and punctuality
- Perform any reasonable duties as requested by the Headteacher
The Good Shepherd Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We ensure that all our employment practices reflect this commitment.
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