School Office Administrator

Job Summary

Salary: Grade 5 SCP 6

Hours: 37 Hours Per Week

Weeks: 39 weeks

School: Highfields Academy

Contract Type:Permanent

Reporting to:Headteacher

Responsible for:Office Administration

Role Introduction

The School Administration Officer is responsible for providing high quality administrative, reception and clerical support to ensure the efficient day-to-day operation of the school. The role serves as a key point of contact for pupils, parents, staff, visitors and external agencies and contributes to the smooth running of school systems, communication and administrative processes.

Responsibilities

Reception & Communication

1. Provide a professional and welcoming reception service and respond to telephone, email and in-person enquiries.
2. Manage visitor sign-in, post, deliveries and messages, following safeguarding and security procedures.
3. Prepare and distribute routine communications through approved systems, including letters, newsletters and website updates.

Administration & Clerical Support

1. Provide administrative support to the Headteacher, senior leaders and wider staff team.
2. Produce documents and maintain accurate electronic and paper filing systems.
3. Manage shared inboxes and ensure correspondence and administrative requests are handled promptly.
4. Administer meetings and events, including arrangements, information, notes and agreed actions.
5. Maintain personnel records and support recruitment, onboarding, absence and return-to-work administration.

Pupil Data & Information Management

1. Maintain accurate pupil records on the school’s management information system.
2. Administer admissions, in-year applications, new starters, transfers and leavers, including pupil records and family liaison.
3. Administer attendance and school registers, including first-day absence follow-up and escalation of concerns.
4. Produce and check pupil reports, school census returns and other statutory data submissions.

School Operations & Support

1. Administer educational visits, clubs and wider school activities, including consent, registers, bookings and liaison.
2. Administer purchasing and supplier processes in line with Trust procedures, including orders, goods received, invoices and routine queries.
3. Monitor and order office supplies and agreed school resources.
4. Administer charges, payments and arrears for meals, nursery, clubs, trips and other activities, ensuring income is reconciled and banked.
5. Maintain the Single Central Record and associated safeguarding checks for staff, volunteers and contractors.
6. Administer school lettings and liaise with contractors and suppliers, escalating service issues where required.

Compliance & Confidentiality

1. Handle sensitive information securely and confidentially, following safeguarding, data protection and records management procedures, including pupil medical, allergy and medication records.
2. Support emergency and business continuity arrangements, maintaining contact information and assisting with communications and incident administration.

Please note that this job description is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks, and the post holder may be required to do other duties appropriate to the level of the role, as directed by the Head teacher.

Hours

The standard hours for this role are achieved from 8.15am to 4.15pm. We are happy to discuss with candidates alternative working patterns should they meet the needs of the school.

Safeguarding

Concordia Multi Academy Trust is dedicated to safeguarding and promoting the welfare and safety of pupils.Successful applicants will be subject to rigorous vetting procedures, including but not limited to: An enhanced DBS check; Satisfactory references; and Online/Social Media Check.