Description Grade: 1 Responsible To: Headteacher Direct Supervisory Responsibility: None Indirect Supervisory Responsibility: None Important Functional Relationships: Internal: Headteacher, school management team, teaching and non-teaching staff, pupils. External: Local Authority, Council Departments, other Schools and Colleges, Suppliers of goods and services, visitors to the School. Main Purpose of Job: To provide administrative and clerical support to the School and to be the first point of contact with the general public in person and by telephone. Main Duties and Responsibilities 1. To welcome visitors, ensuring signing in procedures are followed, to receive and prioritise incoming telephone calls and deal with them appropriately taking messages as required. 2. To provide a professional and confidential secretarial service for the school including word processing of correspondence, reports, publications and other documents as required. 3. To sort, distribute and administer incoming and outgoing mail. 4. To update SIMS and other school records ensuring all files remain up-to-date and in accordance with Data Protection legislative requirements and to participate in maintaining back-up systems. 5. To undertake associated personnel administration, including completion of staffing forms, monthly payroll reconciliation, liaising with Education Personnel as appropriate and maintaining staff files, ensuring confidentiality with regard to such records. 6. To undertake the necessary administration associated with the School’s intake of new pupils and pupils leaving the school, ensuring records are forwarded appropriately. To maintain pupil records appropriately ensuring confidentiality with such records. 7. To be responsible for the maintenance of electronic and manual records including completion of returns, reports and statistics as required by the LEA and/ or other third parties. To maintain at all times the utmost confidentiality with regard to such records. 8. To field pay queries, liaise with the Council’s Payroll Department and provide prompt resolutions to any pay errors or queries. 9. To ensure the provision of administrative support in respect of timetables, registers and absences, lettings diary, staff sickness, post book, school meals, school events and outings, medical and dental visits. 10. To organise all arrangements for meetings as required. 11. To organise and maintain the Headteacher’s diary, arranging appointments and liaising with the Headteacher regularly to follow up on external and internal communications. 12. To be responsible for office organisation including stock control of office stationery and consumables. To maintain the photocopier and ensure photocopying supplies are available. 13. To handle the ordering (as approved), receipt and distribution of goods and to obtain information regarding costs and delivery of goods and services. 14. To be aware of and adhere to applicable rules, regulations, legislation and procedures e.g. Council (Equal Opportunities Policy/Code of Conduct) and national legislation (Health and Safety, Data Protection). 15. To maintain confidentiality of information acquired in the course of undertaking duties for the School. 16. To be responsible for your own continuing self-development, undertaking training as appropriate. 17. To undertake other duties appropriate to the grading of the post as required. Optional Clauses: Examinations and Data Administration; 1. To process examination entries and undertake all associated administration. 2. To assist in the administration relating to the collection of coursework marks and arrange for results to be forwarded to the appropriate examination boards. 3. To liaise and correspond with examination boards as required. 4. To produce the required statistics and data information with regard to examination results as required by the Headteacher, LEA, DfES. 5. To organise timetables and invigilation programmes for examinations, including liaising with external invigilators. 6. To organise examination certificates for presentation evenings. 7. To undertake administration associated with the collection, collation and distribution of key stage data for each year group within the school. To apply, please email the school directly with your CV and Covering letter - school@whitstone.cornwall.sch.uk We are committed to safeguarding children and the successful applicant will be required to undertake an enhanced Disclosure and Barring Service (DBS) check and will be assessed against the Childcare Disqualification Regulations. This is not a Cornwall Council vacancy therefore please contact the organisation direct for further information. Organisation address: Oak Lane Whitstone EX22 6TH Email: school@whitstone.cornwall.sch.uk Website: https://www.whitstone.cornwall.sch.uk/