Apprentice Admin Assistant

Specific responsibilities of this role:

• To act as the first point of contact for parents/carers, visitors and other stakeholders arriving at school


• To undertake reception duties and associating tasks


• Control access to the school including signing in and out all visitors, parents/carers and other stakeholders, checking identification as necessary, issuing passes and security access passes in line with safeguarding procedures


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


• Resolve messages and queries promptly and accurately, by liaising with relevant members of staff and respond appropriately


• Sort, distribute and despatch promptly post and deliveries to the appropriate staff whilst liaising with the premises team


• To arrange and co-ordinate events and visits by external agencies, including NHS staff, photographers, etc., including distribution of materials to parents/carers and the collection of students for NHS vaccination programmes


• Communicating and liaising effectively with staff, students, parents, feeder schools and other external agencies as required


• Contributing to the successful delivery of all administration tasks as required


• Assist in the maintenance of computer-based records using SIMS to ensure all student information is accurate and up to date


• Recording, franking and reconciliation of outgoing mail including managing the dispatch of external mail, ensuring time delivery to the designated post office


• Process and monitor free school meal forms and respond to routine FSM queries/correspondence


• Distribute communications e.g. letters, newsletters, reports etc. to parents/carers, staff and other stakeholders


• Order, monitor and manage stock, ensuring best value following purchasing processes


• Provide general clerical/administrative support to the admin team, Office Manager and Business Manager including photocopying, typing, word processing, filing, scanning of paperwork to various software programmes


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


• Keep records in accordance with Corporate Records Management Policy and to work within current GDPR requirements, information sharing protocols and guidelines ensuring information safety and confidentiality at all times


• To attend training as determined appropriate


• Ability to present oneself as a role model to students in speech, dress, behaviour and attitude


• This position is subject to an enhanced DBS with barred list check