Office Administrator Apprenticeship

The office administrator apprentice is responsible for supporting the administrative, financial and organisational processes within the school. They will also act as an initial point of contact for parents/carers, visitors and other stakeholders, so will be an ambassador for the school and embody the value, vision and ethos of the school in all interactions. 
 
Duties and responsibilities:  

• General administration


• Update manual and computerised record/information systems 


• Update and maintain the school calendar   


• Assist with managing the school’s email inbox, ensuring the school meets its expected response times and that emails are forwarded to the relevant staff member as necessary  


• Manage and organise completed forms from parents and carers 


• Report any issues with the school’s IT systems 


• Organise and distribute incoming and outgoing post  


• Provide administrative support to staff as needed  


• Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary  


• Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required


• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times  

Reception:   

• Act as a first point of contact for parents/carers and visitors arriving at the school


• Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner  


• Seek support from other colleagues where necessary to respond to complex enquiries  


• Respond to messages promptly and accurately, passing on information to relevant staff members as necessary  


• Assist staff and pupils with the information and support they need 

Safeguarding:

• Control access to the school in line with the school’s safeguarding procedures, including signing in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures  


• Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures  


• Administer the school’s filtering and monitoring system for online safety, and escalate any safeguarding concerns following the correct safeguarding procedures 

Written communication: 

• Write and send email responses that are professional and uphold the school’s vision and values    


• Update and distribute online and offline communications (e.g. letters, newsletters, social media posts, etc.) to parents, staff and other stakeholders   

Other areas of responsibility:  

• Read and follow the relevant school policies


• Undertake training required to develop in the role  


• Ensure all duties and responsibilities are undertaken in line with the school’s health and safety policy