School Office Administrator and Registrar Full Time NEW

School Office Administrator and Registrar

Permanent Position

Start Date: ASAP

Term Time, + Inset + 14 additional working days.; hours from 09:00 to 17:00

Responsible to the Head and Senior Leadership Team.

The role

Our School Office Administrator will assist with the smooth running of the School on a day to day basis. They will provide a warm, friendly and approachable welcome to pupils, parents, staff and visitors. They will be confident with using a School Management Information System and be able to upload and extract data. Outstanding communication and organisational skills are essential; discretion, a ‘can do’ attitude and the ability to exercise judgement and to show initiative are also important. As part of the shared Registrar role, the post holder will be responsible for managing the enquiries and admissions to the school by prospective parents for admission in our Reception year. (The Head’s PA manages admissions for children from Year 1 to Year 6).

Key Responsibilities

The successful applicant will be required to:

• Provide smooth and efficient administrative support on a daily basis;
• Offer a warm welcome at all times;
• Be aware that some matters dealt with are of a confidential nature and to approach these with discretion, confidentiality and integrity;
• Deal sensitively with parents, prospective parents, other schools and with the general public on a wide variety of topics, either in person, on the phone, video-conferencing, email or by letter. The ability to remain calm under pressure and to offer ‘holding responses’ are essential.
• Use discretion on the re-direction of callers as necessary, providing information and answering questions. Ensure that accurate and detailed messages are taken and distributed and that all queries are dealt with professionally and effectively;
• Oversee the use of the School’s Management Information System (iSAMS) for day to day use by members of staff, to include:
• the daily attendance registers
• updating the class lists, in conjunction with Senior and Middle Leaders;
• rolling over the pupil information at the end of the academic year;
• setting up reporting cycles and publishing annual reports to parents via the iSAMS parent portal;
• setting up letter templates;
• adding and removing pupils from the database.

· Create commendation and honours letters, liaising with the Heads of Lower and Upper School, and send to parents;

· Enter calendar events and keep the digital calendar up to date on My School Portal;

· Collate the weekly letters going to parents for the end of week ‘Friday Mailing’ and upload these to My School Portal;

· Use My School Portal to communicate important messages to parents;

· Organise the administration of whole school events such as pupil photographs, annual flu vaccination, school uniform fittings, etc.;

• Create labels for parents for school functions such as the New Parents’ Social evening;
• Work collaboratively with the two other members of staff in the School Office, proactively assisting with the collective workload;

· Maintain confidentiality in matters relating to employment, data protection and safeguarding the welfare of children;

• Complete essential training as required for the role including use of iSAMS, safeguarding, First Aid and Health and Safety.
• Provide First Aid support for pupils when the Welfare Officer is not on site.
• All other reasonable tasks as required by the Head.

As part of the Registrar role for Reception places, the post holder will:

· Oversee the organisation of Open Mornings including bookings, record of attendees, preparation of the Hall and availability of printed information, and to be available to answer parental queries about registration for places in Reception;

· Liaise with the Headmaster and Head of Lower School to invite prospective Reception parents to interview;

· Manage the associated administration with the pupil interview process (interview timetables, summary of places taken / not taken, sending out of offer letters, deposits and signed agreements) and liaise with the Finance Office;

· Add registration forms to the School database;

· Contact feeder nurseries and previous schools for progress reports and confidential child protection information;

· Contact new Reception parents regarding events such as Move Up Day and send out welcome packs;

· Upload all information about new pupils to iSAMS.

Person specification – skills, qualifications and experience

The successful candidate will demonstrate:

• A commitment to the safeguarding and wellbeing of children;
• Excellent communication skills with an approachable, professional and friendly demeanour;
• Excellent literacy skills to prepare correspondence and reports and maintain records to a high standard with a focus on attention to detail and accuracy of spelling, grammar and punctuation.
• Strong IT skills including the Microsoft 365 suite of applications (Microsoft Outlook, Word, Excel, PowerPoint), experience of using video conferencing applications such as Teams or Zoom, and strong typing skills; a willingness to learn new software packages and to recommend technology to improve efficiencies, as required;
• Excellent organisational, administrative and management skills;
• Flexibility, adaptability, professional resilience and a positive ‘can do’ approach;
• Energy, commitment, enthusiasm and a sense of humour;
• Ability to show initiative, to manage multiple tasks, to meet deadlines and to deliver results;
• A strong understanding of what is required to promote the aims and ethos of the School and the high expectations within the independent education sector;
• Ability to work flexibly as part of a team, the capacity to remain calm and to deal with unexpected and/or challenging situations;
• Ability to initiate improvements to administrative and organisational processes where required.

The following would be an advantage:

• Experience of using a school management information system such as iSAMS (used at Ravenscourt Park);
• Previous relevant experience within the education sector;
• A degree level qualification.

The duties outlined in this job description are in addition to those covered by the latest Contract of Employment (support staff). It may be modified by the Headmaster, with your agreement, to reflect or anticipate changes in the role.

Pay: £35,000.00-£41,000.00 per year

Benefits:

• Cycle to work scheme
• Enhanced maternity leave
• Free flu jabs
• Health & wellbeing programme
• Sick pay

Work Location: In person