JOB PURPOSE
To provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors and assist with the organisation and management of the school office.
To supervise the sixth form area and ensure conditions are conductive to study.
MAIN DUTIES AND RESPONSIBILITIES
Supervision
1. Allocate, control and monitor work of appropriate staff.
2. Identify and provide on the job training to appropriate staff.
·Note: This is a discretionary element of the job description. The grade may be awarded if supervision is not a component of the post.
As Sixth Form Study Supervisor:
3. Supervise senior students during their study periods and examinations as required and maintain a quiet academic environment in the school study/library.
4. Maintain and advise on mechanisms to improve the study environment for the students.
5. Communicate with appropriate teaching staff regarding behaviour of students.
6. Inform appropriate teaching staff of absenteeism of students from study periods without permission.
7. Ensure students maintain a tidy work environment and report any damage.
General Administrative Processes and Records
8. Provide administrative, clerical and secretarial support for Principal, school staff and Board of Governors.
9. Develop, maintain and operate manual and/or computerised information systems in connection with pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
10. Complete and submit all returns/records as required.
11. Contact with relevant personnel to receive and provide information.
12. Assist with communications via the school’s Social Media Platforms.
13. Assist with managing material on the school’s website to ensure it promotes the school positively, is accurate and up-to-date.
Purchasing and Supplies Administration
14. Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
15. Stock control of resources, including reference books in sixth form studies.
16. Arrange for the maintenance of equipment in association with other school and board staff.
Finance
17. Receive, receipt and account for all cash.
18. Bank monies and maintain banking records.
19. Communicate with relevant personnel and provide assistance in relation to financial procedures.
Reception, Secretarial and Secretariat
20. Operate the telephone/switchboard, receive visitors and provide hospitality as required.
21. Provide word processing/typing, filing, duplication and photocopying word processing in support of administrative processes, including the use of E-mail, intranet and internet facilities, where appropriate.
22. Sort, screen and distribute all mail.
23. Ensure the secure storage of valuable items and confidential documentation.
24. Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required for school functions.
25. Maintain diaries, arrange appointments, meetings and provide secretarial service for all staff within the school.
26. Communicate on a regular basis with professional staff from outside agencies in order to receive. Provide information e.g. medical personnel, social services agency personnel etc.
27. Keep staff, pupils and parents informed of matters relating to school activities.
28. Service meetings and draft minutes as required.
Other duties
29. Participate in any relevant training as required.
30. Implement all school policies and procedures.
31. Assist work placement students with practical tasks and assignments within the school officer (where appropriate).
32. Such other duties as may be assigned within the level of the job.
It is acknowledged that the contents of this generic job description are not subject to appeal.