Administrative Assistant

Marine Park Primary is a warm, inclusive 3–11 community school at the heart of South Shields. As part of Tyne & Wear Learning Trust, we pride ourselves on “Learning Together” – nurturing curiosity, confidence and kindness in everything we do.

Essential Criteria

• Previous administrative experience.
• Strong organisational, communication and problem-solving skills.
• Proficiency with office software (e.g. Microsoft Office) and management information systems.

We are seeking an organised, friendly and composed Administrative Assistant to be the first point of contact for pupils, parents, staff and visitors. This will be a term-time only position and you will play a pivotal role in keeping our busy school running smoothly.

This job requires a pro-active and reactive approach, an ability to flex and adapt with the daily requirements of the role, and excellent verbal and written communication skills.

Purpose of Job:

This role is vital in ensuring the smooth daily operation of the school, providing administrative support for staff, parents, carers and visitors. A passion for working in a child-centered environment and possessing strong administrative skills.

Organisation

• Undertake reception duties and hospitality, answering general telephone and face to face enquiries and signing in visitors.
• Assist with pupil first aid / welfare duties, looking after sick pupils, liaising with parents/staff etc.
• Assist in arrangements for school trips, events etc.
• Record, monitor and evaluate pupil attendance liaising with Headteacher.

Administration

• Provide general clerical / admin. support e.g. photocopying, filing, complete standard forms, respond to routine correspondence, making orders, admissions and attendance paperwork.
• Maintain manual and computerised records/management information systems with a particular emphasis on the monitoring of school attendance. This will include making first-day phone calls and following up pupil absence.
• Produce lists/information/data as required e.g. pupil's data, attendance data.
• Update school website and collate and co-ordinate regular school newsletters.
• Undertake ICT tasks within approved IT systems e.g, school MIS.
• Take notes at meetings and prepare minutes (if required).
• Sort and distribute mail.
• Undertake administrative procedures e.g. registers / school lunch money /uniform
• Maintain and collate pupil reports.

Compliance and reporting

• Ensure all school records comply with Ofsted and other regulatory body requirements.
• Support the preparation of reports and documentation for inspections or audits.
• Manage staff training and certification records, ensuring they remain up to date.

Resources

• Operate relevant equipment / ICT packages (e.g. word, excel, databases, spreadsheets, Internet, CPOMS, Arbor, etc).
• Operate office equipment e.g. photocopier
• Maintain stock and supplies, cataloguing and distributing as required.
• Monitor and administer dinner money and all other school sales using Arbor.
• Provide general advice and guidance to staff, pupils and others.
• Undertake general financial administration e.g. processing orders under the direction of the Headteacher.

Personal responsibilities

• Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
• Be aware of and support difference and ensure equal opportunities for all.
• Contribute to the overall ethos/work/aims of the school.
• Appreciate and support the role of other professionals.
• Attend and participate in relevant meetings as required.
• Participate in training and other learning activities and performance development as required.
• Provide support and guidance and supervision to staff that may come under your responsibilities.