Administrator

JOB TITLE: ADMINISTRATOR/ RECEPTIONIST 

REPORTS TO: CENTRE LEAD

 

SUPERVISES:

 

£17,364 - 18,425  pro-rata 18.5 hours 39 weeks

 

Role and Responsibilities

Main duties and responsibilities:

• To provide full administration support to the staff

• Act as a first point of contact within the Unit  for staff, governors, councillors, parents and others seeking contact with the Principal/Lead
• Support the senior managers in the organisation and detailed planning of special events, such as all staff inset days, annual conference, awards and certificate evenings. Any other project management required.

• Taking incoming calls and transferring to appropriate members of staff. Reception duties such as meeting and greeting all visitors.
• To prepare and set-up the conference room for meetings, ensuring refreshments and paperwork are ready. Preparing meeting paperwork/packs; minuting some meetings
• General correspondence. Dealing with incoming/outgoing post.

• Keeping the website up to date

• Ensure the maintenance of clear and effective filing, records and other systems and to keep them updated; Filing and general archiving.

• Keeping the office tidy including up keep of the noticeboards.
• Keeping the gift register up to date.
• Maintain a high degree of confidentiality with regard to issues concerning members of staff and pupils. Respond positively with tact, sensitivity and awareness to pupils and parents in relation to duties undertaken.
• This is a description of the main duties and responsibilities of the post at the date of production. The duties may change over time as requirements and circumstances change. The person in the post may also have to carry out other duties as may be necessary from time to time.

 

Job Description and Person Specification:

Administrator /Receptionist

Person Specification

Essential

Desirable

Qualifications

 

1.

 

5 GCSE’s at A-C, including English & Maths or equivalent qualification in related area or equivalent experience.

 

Experience

 

2.

 

Experience of providing high-level support in a busy, politically sensitive environment

 

3.

 

Experience of using a wide range of office equipment and ICT software, information systems in an administrative environment.

 

 

4.

 

Experience of working as a Personal Assistant/Secretary

 

5.

 

Experience of producing meeting minutes and documents of a high quality

 

Knowledge

 

6.

 

Knowledge of and commitment to Academy policies including Child Protection, Health & Safety and Equal Opportunities.

 

 

7.

 

High level of ICT skills including knowledge of Microsoft Excel, Word, PowerPoint and Access.

 

Skills

 

8.

 

Excellent telephone manner.

 

9.

 

Self-starter, work on own initiative, strong organisational skills, and good written communications. Ability to establish priorities and meeting agreed targets and deadlines.

 

10.

 

Demonstrate a clear commitment to the team approach; exchanging ideas and providing support to colleagues.

 

11.

 

Ability to build effective working relationships with a wide variety of individuals

 

12.

 

Proven high communication skills, oral and written in order to produce detailed reports and memos.

 

13.

 

Evidence of well-developed interpersonal skills. Ability to communicate effectively both verbally and in writing, negotiating ability and tact to promote good relationships within and outside the Academy.
 

14.

 

Draw logical and accurate conclusions from sometimes complex information. Experience of data gathering and

statistical analysis;

 

 

15.

 

Embrace responsibility for identifying sound and effective solutions to a variety of different problems.
 

16.

 

Experience of managing and organising a senior manager’s daily and forward work programme.

 

17.

 

Demonstrates attention to detail and an ability to stick at routine tasks.

 

18.

 

Ability to set up and develop administrative systems and use the internet as a research tool

 

19.

 

Ability to ensure the Trust’s equal opportunities policies are implemented and monitored.

 

20.

 

Professional demeanour, good interpersonal skills and ability to deal with various members of public and senior management.