Key Responsibilities
* Manageall aspects of the order and goods‑received process.
* Overseethe central Orders email inbox, ensuring timely responses and actions.
* Resolveorder‑related issues to ensure accurate and efficient procurement.
* Liaisewith senior staff regarding authorisation of orders.
* Liaisewith all staff regarding order queries and product requirements.
* Preparepurchase requisitions.
* Sourceproducts and suppliers as required, ensuring value for money.
* Fileand maintain all order documentation accurately within the school’s systems.
* Participatein the continued development and improvement of order, administrative andprocurement processes to enhance efficiency and accuracy.
* Useschool finance software (PS Financials-training will be given) to managefinancial data.
* Trackdeliveries and resolve discrepancies with suppliers.
* Manageand resolve invoice queries.
* Producebudget reports for budget holders when required.
* Supportthe set up and finance including calculating costs for trips and visits usingArbor MIS system/Excel and payment processing.
* Liaisewith the Trip Co-ordinator to track trip income, ensuring cost-efficiency andfinancial reconciliation.
* Proactive approach with outstanding invoices, in a timely manner to supportaccurate financial records.
* Maintainaccurate financial records in line with school policies and audit requirements.
* Inputand update ‘Every’ with contracts, service agreements and financial commitments,collaborating with premises and Operations Manager.
* OverseeContract spreadsheet and communicate contract end dates, meeting cancellation deadlinesto PM/OM.
* Maintainorganised digital financial filing systems
* Usethe school credit card in line with procurement procedures and maintainaccurate records.
* Communicateto whole school orders deadlines for half termly and end of year requirements.
* Bankingon occasion.
* Supportthe Operations Manager with any financial and operations support needed.
* Liaisewith Budget holders.
* Arrangingdelivery of cash for student trip use.
* Responsiblefor planning ahead and the organisation of leavers gifts and end of termrewards for students and staff members.
* Responsiblefor stock checks and orders for Consumables & Office Supplies, includingtea and coffee, school paper, printer accessories, consumables and the paperand stationery for general office supplies.
* Ensurenew suppliers are added to PSF in a timely manner.
* Maintainaccurate records of donations received and document related expenditure,and relevant Thank you letters sent.
* Maintainorganised digital financial filing systems
Reception & Administrative Support(as required)
* Provideprofessional, polite and friendly customer service to all visitors, parents,staff, students and stakeholders.
* Supportreception duties including answering phones, greeting visitors and managingenquiries.
* Ensuredue diligence with safeguarding procedures, including checking and recordingDBS documentation for visitors.
* Monitorincoming and outgoing mail and manage the central school email inbox.
* Workingwith the Deputy head teacher to keep up to date and accurate records of wholestaff CPD
* Supportpremises with classifications on ‘Every’
* Overseeschool registers and support administration for fire evacuations.
* Maintaingeneral office systems, filing and up‑to‑date forms.
* Supportthe Admin team with interview preparation and meetings in school onoccasion
* Communicatethe redistribution of parcels delivered to the school.
* Continueddevelopment, annual training and role related training to be completed
Student & Staff Support (onoccasion to support reception)
* Monitorstudents in the medical room and complete associated administrative tasks (onoccasion).
* Administerfirst aid when required (on occasion-training will be provided).
* Supportconsultation evenings, open events and other school activities as needed.
General Responsibilities
* Maintainconfidentiality and handle all data in accordance with GDPR and school data‑protectionpolicies.
* Followall school and WMAT policies, including the Staff Code of Conduct.
* Undertaketraining as required to support the role.
* Carryout any other duties appropriate to the level of the role, as directed by theHeadteacher or line manager.
* Duediligence with safeguarding
* Adhere to GDPR legislation in working practices
All staff are required to safeguard and promote the welfare of children and young people,follow school policies andthe WMAT staff code of conduct.
Please note that this is illustrative of the generalnature and level of responsibility of the role. It is not a comprehensive listof all tasks that will be carried out. The postholder will be expected toundertake any duties which may reasonably fall within the level ofresponsibility and competence of the post, as directed by the headteacher orline manager.
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