Admin Officer
Westfield Academy, Watford, Hertfordshire, WD18 6NS67 days remaining to apply
Start date details
ASAP
Closing date
19 December 2024 at 11:59pm
Date listed
7 October 2024
Job details
Job role
- Administration, HR, data and finance
Visa sponsorship
- Visas cannot be sponsored
Working pattern
- Part time
Contract type
- Permanent
Full-time equivalent salary
- £27,334.00 - £29,777.00 Annually (FTE) Pro Rata: £23,230 - £25,310 for Hours and Weeks Worked
Admin Officer job summary
Job Description
Job Title: | Admin Officer |
Grade: | Grade: H6, Scale point range: Points 14-19 Salary range: £27,334 - £29,777 (FTE) Pro Rata: £23,230 - £25,310 for Hours and Weeks Worked |
Hours: | 35 hrs/week to be worked between 08:00 and 16:30 |
Weeks: | 41 Weeks/Year to be worked as follows: 38 weeks term time + 5 days (1 week) INSET days + 5 days (1 week) the week preceding the start of the academic year + 5 days (1 week) during the school holiday period (TBA) |
Contract Type: | Permanent |
Reports To: | Assistant Office Manager |
Responsible for | Admin Assistant (s) |
Job Purpose:
To ensure the efficient running of the Main office / Student Services Office by providing high quality administrative support to the admin team
To contribute to the overall ethos, work and aims of the Academy.
The following responsibilities apply when based in the relevant specific areas:
Main Office Responsibilities:
To monitor and action where necessary Westfield Academy’s admin email accounts, forwarding on queries to the appropriate teams.
To support the Office Manager in providing parents with accurate and relevant information and messaging regarding exams, music lessons, trips, sporting events, work based learning appointments, absence reports and to keep staff updated.
To support parents and carers by informing them of their child’s punctuality and informing them if they are at risk of being fined.
To support the Finance team in the management of school trips, events, sports fixtures and peripatetic music lessons.
To provide the Finance Team with information and data reports from the various management information systems as required.
To support the Office Manager in ensuring staff are updated for changes to the school calendar.
To support the pastoral and inclusion team to arrange safe student transport when required.
To support the Office Manager in ensuring all student records are kept up to date and accurate, arching files where appropriate.
To report any child who is absent without reason to the Head of Year as a potential safeguarding issue.
To handle all enquiries relating to attendance from teachers, staff and pupils and ensuring student lates and absences are inputted correctly and swiftly into the school systems.
To check and follow-up on any missing or anomalies marks in registers.
Process absence request forms as directed by the SLT.
Run fortnightly punctuality reports and share with relevant pastoral colleagues.
Manage referral systems for the Education Welfare Service and non-attendance procedures.
Student Services Responsibilities:
Ensure student attendance records are updated in the morning each day, answering attendance phone calls and taking messages, updating the relevant systems allowing for accurate weekly attendance reporting.
Ensure all student registers including normal lessons, extra curricular activities, assemblies, before and after school revisions, mocks, exams and isolation are recorded accurately and any errors are highlighted to the relevant team as soon as possible.
Ensure all detentions are recorded and communicated to the relevant people including staff, parents and students.
Update the relevant systems with any confiscated items, uniform or lost property, keeping all items safe and secure.
Provide students with updated timetables where required/requested
Support the Senior Leadership Team with the ‘on call’ procedures, ensuring on-call emails and calls are swiftly actioned in the relevant manner, including radio calls or emails.
Ensure any outstanding lunch balances are reported to the relevant team.
Provide the Pastoral and SLT with behaviour reports for the following information:
Positive and negative points
Confiscated items
Strike allocations
Detentions
APS, TUTE, Reduce timetable/off timetable sessions
Ensure all suspension, isolation and detention administration is completed in a timely manner, highlighting concerns or errors to the relevant team.
Promote the values and vision of the school, developing a culture of high expectations, personal responsibility, behaviour and personal appearance amongst pupils.
Is available at all times during the school day to respond to infringements of the school Behaviour Policy.
To promote and manage the rewards, sanctions, on call, detention and late recording systems.
Send letters to parents/carers informing them of students’ isolation/exclusion.
Establish and maintain positive relationships and engagement with parents/carers.
Input behaviour events on school data systems such as detentions, isolations and exclusions.
Develop support materials and information to communicate clearly to students the school’s attendance and behaviour policies, raising the profile of attendance, punctuality and good behaviour within the school.
Liaise, communicate with and manage interactions with external agencies, such as the Education Welfare Officer and Early Help Team and communicate outcomes to staff as appropriate.
Support and foster the aims of the Academy.
Make themselves familiar with the contents of the Staff Handbook, the Academy’s aims and policies and endeavour to follow these closely.
Attend staff meetings, parents’ evenings, INSET sessions and similar important functions both in and out of normal Academy hours, and participate in the main Open Day for prospective parents and pupils.
Notify their Line Manager as early as possible if they are going to be absent from the Academy and follow the Academy’s policy for notifying.
Attend relevant in-service training each year, at the request of their Line Manager and / or the Headteacher.
Work with the school’s agreed Behaviour and Attendance Policy to anticipate and manage behaviour constructively, promoting self-control and independence.
Exercise discretion and confidentiality when dealing with sensitive data and information.
Demonstrate an organised approach, being able to prioritise and manage tasks efficiently and effectively.
Take part in the Academy’s performance management scheme and appraisal.
Any other duties as requested by the Head Teacher or School Business Manager.
The duties and responsibilities listed above describe the post as it is at present. This role will be reviewed annually as part of the performance appraisal process and the post holder is expected to accept any reasonable alterations that may from time to time be necessary.
Westfield Academy is committed to safeguarding and promoting the welfare of Children and Young people. To meet this responsibility, we follow a rigorous selection process. All successful candidates will be subject to an enhanced Disclosure and Barring Service check.
Person Specification
Attributes | Essential (or expected to train/qualify to that standard) |
General |
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Qualifications & Training |
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Relevant Experience |
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Knowledge, Skills and Abilities |
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Personal Qualities |
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Commitment to safeguarding
Westfield Academy and it's Trust Board fully recognise that they have a duty of care to ensure arrangements are in place for safeguarding and promoting the wellbeing of children. We recognise that all members of the school community, including volunteers and Trustees, will at all times play a full and active part in protecting our students from harm.
Applying for the job
This school accepts applications through their own website, where you may also find more information about this job.
CVs are not accepted.
About Westfield Academy
- School type
- Academy, ages 11 to 18
- Education phase
- View all Secondaryjobs
- School size
- 1341 pupils enrolled
- Age range
- 11 to 18
- Ofsted report
- View Ofsted report (opens in new tab)
- School website
- Westfield Academy website (opens in new tab)
It is with great pleasure that I welcome you to Westfield Academy. We are an over-subscribed, high-performing, non-selective Academy. We have been a consistently "Good" OFSTED school since 2012, with our most recent inspection being December 2019. During my time as Headteacher, our students have consistently achieved some of the best exam results in South West Herts.
School location
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