Administrative Officer

DUTIES AND RESPONSIBILITIES

Cover for Absent Staff

• Organise day to day cover for absent teachers;
• Oversee the staff absence diary, considering the cover implications of planned staff absence and reporting concerns to the academy’s Leadership team as appropriate. 

Administration

• Provide an efficient and effective secretarial, organisational and administrative support service to the Assistant Headteachers;
• Co-ordinate staff rotas including the Duty and Emergency Call Out rotas;
• Receive and make telephone calls on behalf of the Deputy Headteacher (Curriculum and Learning) and Assistant Headteachers, dealing with general enquiries and redirecting calls as necessary;
• Acknowledge and/or deal with correspondence on behalf of the Assistant Headteachers;
• Arrange meetings on behalf of the Deputy Headteacher (Curriculum and Learning) and Assistant Headteachers and co-ordinate all practical arrangements, ensuring agendas and supporting papers are distributed accordingly and in good time;  
• Ensure the Deputy Headteacher (Curriculum and Learning) and Assistant Headteachers are well prepared for meetings, ensuring they are fully briefed and in receipt of relevant papers in good time;
• Attend and accurately minute meetings as required by the Deputy Headteacher (Curriculum and Learning) and Assistant Headteachers and distribute these accordingly;
• Arrange travel and, where required, accommodation for the Deputy Headteacher (Curriculum and Learning) and Assistant Headteachers;
• Receive visitors to the office, providing hospitality as required;
• Maintain the filing systems of the Deputy Headteacher (Curriculum and Learning) and Assistant Headteachers, ensuring documents are well organised, secure and accessible to authorised personnel;
• Support the organisation of school events as required by the Deputy Headteacher (Curriculum and Learning) and Assistant Headteachers;
• Carry out specific projects and research as directed by the Deputy Headteacher (Curriculum and Learning) and Assistant Headteachers;
• Check school communications and letters prior to their distribution, as required;
• Support the Examinations Officer, as required, with the organisation, administration and smooth running of internal, external examinations.

METHODS OF WORKING

The post holder must:

• Maintain confidentiality and observe data protection and associated guidelines where appropriate;
• Maintain an awareness of Safeguarding Children and Child Protection;
• Understand and comply with the Trust’s Health and Safety Policy in the performance of their duties and responsibilities;
• Carry out the duties of the post in compliance with the academy’s Equal Opportunities Policy;
• Understand and comply with all other relevant academy policies;
• Take an active part in appraising their own work against agreed priorities, targets, professional development and supervision arrangements;
• Undertake any necessary training associated with the duties of the post;
• Carry out any other reasonable duties and responsibilities within the overall function, commensurate with the grading and level of responsibilities of the post.