Administration Officer

Main Purpose of the Role:

The School Administrative Officer is a key member of the school’s support team, responsible for ensuring the smooth and efficient operation of the school office. This role involves a wide range of administrative and organisational tasks, supporting the leadership team, staff, pupils, and parents. As the first point of contact for many visitors and enquiries, the Administrative Officer plays a vital role in promoting a welcoming and professional image of the school.

Office Administration & Reception

Oversee the smooth day-to-day running of the school office, ensuring a welcoming and professional environment.

Act as the first point of contact for parents, visitors, and external agencies - handling phone calls, emails, and face-to-face enquiries with efficiency and warmth.

Undertake reception duties, including signing in visitors and managing security protocols.

Coordinate school communications such as newsletters, letters to parents, and website updates.

Support the organisation of school events, trips, and meetings, including diary management for senior staff.

Pupil & Attendance Support

Monitor and record pupil attendance and punctuality, following up on absences in line with school policy.

Assist with pupil admissions, transfers, and leavers, ensuring accurate and timely documentation.

Provide welfare support to pupils, including first aid, liaising with parents, and maintaining up-to date medical records.

Maintain confidentiality and support safeguarding procedures by managing sensitive information appropriately.

Administrative & Clerical Support

Provide comprehensive administrative support to the Headteacher and senior leadership team, including minute-taking, data entry, and report preparation.

Maintain manual and computerised records using the school’s MIS (e.g. Arbor), producing reports and data as required.

Manage general clerical tasks such as photocopying, filing, word processing, and handling correspondence.

Sort and distribute mail, complete standard forms, and submit returns to external agencies (e.g. DfE).

Organise teacher cover and maintain the weekly cover timetable.

Finance & Resources

Process orders, invoices, and payments in line with school financial procedures.

Order and maintain office and classroom supplies, ensuring stock control and value for money.

HR & Compliance

Support HR processes including maintaining staff records, processing DBS checks, and assisting with recruitment.

Ensure compliance with school policies, including safeguarding, data protection, and health and safety.

Provide guidance to staff, pupils, and visitors on school procedures and expectations.