St Saviour’s Catholic Primary School
Job Description for School Administrator/Receptionist
Salary Scale £17,714-£19,742 Pro Rata
Responsible to the Headteacher
Job Purpose
To undertake all reception, clerical, administrative, financial and secretarial functions
associated with the operation of the school and to act as the Head teacher’s secretary.
To act in accordance with the school mission statement and policies agreed by the
Governing Body of the school.
Main Duties
1. School Meals records and associated documentation.
2. Attendance and School Meals registers and pupil records.
3. Record and where appropriate, supply various statistical information to the LEA,
DfE and Diocese.
4. Requisition and Accounts.
5. Maintaining the School’s Information Management System.
6. Financial matters.
7. Secretarial and word processing duties.
8. General office and Reception duties.
9. Provide basic first aid to pupils.
10. Fire Marshall
11. Any other duties which may from time to time be considered appropriate by the
Head teacher or Governing Body.
12. Participate in training and other learning activities and performance development as
required.
13. Deal with work of a confidential nature
Job Activities
1. School Meals and associated documentation
a) Ascertain the number of persons taking school lunches and notify the cook
accordingly, including late arrivals.
b) Ensure School Cash Office (Tucasi) is up to date on school meals
registration maintaining an accurate record.
c) Chase parents for late/non-payment of lunch money.
d) Make any necessary refunds.
e) When necessary prepare and maintain lists of those entitled to free school
meals and issue application forms to parents as necessary.
2. Attendance registers and pupil records
a) Check daily that teachers have registered pupils entering the correct letter
for any absences.
b) Check attendance figures and total weekly.
c) On request summarise attendance figures and prepare forms for Local
Authority Department (WM3 and WM4)
d) Update records and registers, including Summary register, when changes in
personal details and addresses occur.
e) Deal with admissions of new pupils in September and with incidental
admissions at other times, maintaining the necessary records.
f) Deal with leavers, sending on any relevant information to the new school.
g) Deal with children transferring to their next school at the end of the
academic year, and using the SIMS package send relevant information to the
receiving schools.
h) Delete pupil’s information from school records.
3. Record and where appropriate, supply various statistical information to the
LEA, DfE and Diocese
a) Prepare and complete school Census in October and January of each
academic year.
b) Prepare and complete Catholic Census as required.
c) Review with Headteacher, make amendments as necessary and submit.
d) Maintain accurate records to facilitate compliance with additional LEA / DfE
/Diocesan requests.
4. Requisitions and Accounts
a) Using the SIMS Software system:
I.
Order a variety of goods and supplies.
II.
Arrange for the payment of invoices.
III.
Maintain records relating to the school’s budget.
b) Liaise with suppliers as appropriate to order/return/query deliveries.
c) Advise head teacher as and when necessary with regard to bank accounts.
d) Operate and maintain local cheque account and arrange for re-imbursement
as and when required.
5. Schools Information Management System
a) In ‘Star’ input all pupil information – update as necessary.
b) Using ‘Report Generator’ generate statistical pupil information as and when
required e.g. for EWO visits.
c) In the ‘Staff section’ log all employee related details and keep up to date
including staff attendance.
d) Process ‘Form 7’ annually.
6. Financial matters
a) Receive money in connection with school activities, trips, outgoings, lunches,
etc. Maintain records of payment/non payment in School Cash Office and
chase outstanding payments.
b) Bank all money received as necessary.
c) Arrange payment for school activities as required.
d) Enter all receipts from staff and payments made in School Cash Office.
e) Arrange reimbursement to staff where necessary
f) Balance the School Cash Office annually
a) Liaise closely with the School Bursar.
b) Arrange for the purchase of postage stamps.
c) Receive any monies raised in connection with charitable fund raising
activities and arrange for money to be sent to the necessary charity.
d) Maintain a list of fund raising activities.
e) Invoice for minibus usage by external parties as required and ensure income
is received.
7. Secretarial and Word Processing Duties
a) Open incoming mail and correspondence daily, sort and distribute.
b) Type all outgoing correspondence; obtain head teacher’s signature and
despatch.
c) Receive calls from parents regarding pupil absenteeism, make record and
notify appropriate member of staff. Contact parents if no phone call has
been made by 9.30 and ask for explanation of absence. Follow procedure for
absenteeism if no reply.
d) Take phone calls made to the school, logging messages, making appointments
etc. Pass messages on to appropriate staff.
e) Maintain staff attendance records in both SIMS and payroll portal. Arrange
for supply teacher’s as appropriate.
f) Maintain staff training record.
g) Support recruitment initiatives by sending relevant information to
applicants.
h) Support Safer Recruitment policy by completing DBS applications, setting up
a HR file for new members of staff and ensure checklist is completed. Liaise
with Bursar and Business Manager as required.
i) Liaison with IT support to ensure quick response to faults.
j) Liaise with School Nursing Team and other departments in the health
authority; prepare for medical and dental programme visits. Notify parents
and teachers concerned.
k) Provide all secretarial support to the head teacher.
l) Maintain school inventory.
m) Complete necessary forms in respect of the notification of infectious
diseases and submit information as required.
n) Contact County Press with items for publication as required.
8. General Office Duties
a) Maintain filing system including Pupil, Staff and Contract files.
b) Use photocopier and maintain supplies. Arrange maintenance, etc.
c) Receive all visitors to the school promptly in a courteous and welcoming
manner.
d) Answer the telephone promptly and courteously.
e) Send and receive emails and forward as appropriate.
9. Provide basic first aid to pupils when required.
a) Nominated school First Aider
b) Maintain first aid supplies
c) Complete on-line accident register
d) Ensure witnesses complete statements in case of more serious incidents.
e) Inform parents of incidents as required
f) Liaise with Business Manager and Health and Safety Consultant as
appropriate.
Signed: …………………………………………………………………………………. Date…………………………
January 2016