Administration Officer

Clutton Church of England Primary School, Chester, Cheshire, CH3 9ER

14 days remaining to apply

• Job start date

  1 September 2026

• Closing date

  22 June 2026 at 9am

• Date listed

  5 June 2026

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: £14,788.00 Annually (Actual) NJC Grade 4 spine point

Administration Officer job summary

Clutton CE Primary School

Job Description and Person Specification

Role: Administration Officer 25 hours per week (5 mornings 8.30 - 1.30)

Salary Level: Grade 4 (SCp.4)

Start Date: 1.9.2026

Advert Closing Date: Monday 22nd June 2026 9am

Interviews: Wednesday 24th June 2026

Core Purpose

The Admin Officer has completed the Certificate of School Business Management and is in a support role covering a variety of administrative tasks and responsibilities. They are responsible for ensuring that these are carried out efficiently and effectively within the required deadlines and with regard to the appropriate procedures, instructions and policies to achieve the desired outcome.

They should always support and contribute to the school’s responsibility for safeguarding children.

Main Duties

Co-ordinate and administer procedures related to admissions/transfers of pupils under the direction of the Executive Headteacher including ranking of pupils in criteria order and entering onto school systems and liaising with Cheshire West. If in year transfer, liaising with parents by email/phone, writing/sending offer letters. Ensure Cheshire West database is updated with numbers.

Help with new starters events, in summer term - collating of information for parents, how to purchase uniform etc.

Attendance - Oversee attendance, ensure entered onto Compass and print off pupil registration certificate for school reports. Online meetings with EWO for register checks and any follow up actions. Dealing with Fixed Penalty Notices - filling out paper work as necessary, submitting to Executive Headteacher for authorising and then entering onto Cheshire West Portal for a Holiday Penalty Notice request. Sending notification letter to parents via school system.

Help with reviewing of school policies - Admissions, Administration of Medicines, Educational Visits.

School Photos, book in, liaise with and help co-ordinate school photos including staff.

Collection of cash/chqs, donations, dinner money not on parent pay, record and ensure put in safe. Banking - complete paying in slip and record on excel spreadsheet in order that Business Manager can reconcile against bank statement. Take money to bank.

School Workforce Census - ensure staff records on Compass are up to date and accurate, including all professional qualifications and payroll data and working hours. Complete all requirements for CENSUS. This then requires uploading to DfE Collect ensuring compliance with DfE instructions. Liaise with IT support section over queries as necessary.

Compass - maintain pupil database to ensure accurate information is available and produce reports from the system to facilitate management decision making and statistical analysis to meet statutory and LEA requirements. Liaising with Cheshire West as necessary. Ensure Compass end of year procedures carried out and system set up for new academic year.

Ensure new starter information is entered onto database and all necessary forms have been completed and stored in office file in order that school have all permissions required. Complete CTF’s for leavers.

Collate pupil files for leavers, and take to high schools if necessary if not transferred electronically Include all SEN/medical etc

FSP, Phonics, KS1 and KS2 assessment data, print off grids, input onto Compass and submission, print off reports. Liaising with Cheshire West as necessary.

Primary School CENSUS - as above ensure all details on Compass correct - pupils numbers- any new admissions on, transfers taken off, SEN information correct, free school meals, top up funding, nursery hours, attendance etc. Then produce report and submit via DfE COLLECT.

Smartlog Accident Reporting - ensure completed when necessary ie all accidents resulting in visit to A and E and all staff accidents.

Provide general clerical support to school as required ie photocopying, word processing, emails, texts, collation of information. Selling of tickets and items for special school events.

EVC - Educational Visits Co-ordinator - attend 3 yearly update course. Advise/help teachers to arrange educational class visits. Bus quotes, bookings, costings, sending out parent letters, setting up visit onto ParentPay, checking for payments, lunch requirements etc.

Ensuring that a valid risk assessment has been completed and entered onto the Evolve system. Checking, including ratios, medical needs etc. then submitting to Executive headteacher for approval. Also, helping to organise big visits such as theatre visit. Ensure payment made by parents and invoices submitted for payment. Also, arranging the booking of pupil swimming lessons.

Full first aider. First Aid and Medical Needs co-ordinator. Order stock. Pupil medical records, keep up to date and liaise with school nurse. Ensure medicine forms completed for administration of medicine. Oversee AED - Automated External Defibrillator, checks/ready for use.

Liaising with caterers Edsential regarding medical dietary information - requesting parents to complete new forms/obtain necessary medical evidence and collate.

Arrange staff training/courses, including Safeguarding, emergency first aid courses, and individual courses for staff.

Also, epipen training/asthma training with school nurse or via online video training.

Health and Safety - help to collate/complete documentation/risk assessments required for annual Health and Safety audit including online checking of staff vehicle tax/mot status. Ensure medical file up to date with necessary paper work.

Update School Emergency Management Plan.

Occasionally liaising with contractors/suppliers regarding services required or in the case of emergency.

Occasional DBS checks.

Oversee School Fruit and Vegetable scheme and Free School Milk scheme. Deal with complaints procedure for SFVS in case of poor quality/quantity of produce

Website - update diary dates weekly. Sometimes add news.

Organise confidential shredding

Other Responsibilities

To carry out such other tasks on occasion as deemed appropriate by the Executive Headteacher.

Make a positive contribution to the wider life and ethos of the school and the Trust.

Develop effective professional relationships with colleagues, knowing how and when to draw on advice and specialist support.

To attend relevant meetings as required.

To participate in training and other learning activities and performance development as required.

To be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to the appropriate person.

Personal and Professional Conduct

Employees of CDAT are expected to demonstrate consistently high standards of personal and professional conduct. All staff must uphold public trust in schools and education and maintain high standards of ethics and behaviour, within and outside the school, by:

Treating pupil, staff, parents and visitors with dignity, building relationships rooted in mutual respect and at all times observing proper boundaries appropriate to an adult working in a school environment.

Having regard for the need to safeguard pupils’ wellbeing, in accordance with statutory provisions.

Showing tolerance of and respect for the rights of others.

Not undermining fundamental British values, including democracy, the rule of law, individual liberty and mutual respect and tolerance of those with different faiths and beliefs and

Ensuring that personal beliefs are not expressed in ways which exploit pupils’ vulnerability or might lead them to break the law.

General

All staff are responsible for maintaining high standards of professional practice while working for CDAT, are required to work within guidelines established by Trust-wide policies, handbooks and guidelines and should maintain high standards in their own attendance and punctuality.

All staff are expected to support the Christian culture, aims and objectives of CDAT and its member schools.

All staff are expected to undertake such additional duties as may reasonably be requested by the Executive Headteacher or their representative.

The Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All staff must respect the confidentiality of staff, pupils, families and visitors and not breach this trust. Any breaches of confidentiality must be reported to the Executive Headteacher immediately.

All staff should participate in arrangements for appraisal and in the identification of areas in which they would benefit from training and undergo such training.

All staff should proactively keep abreast of developments in relation to the post and wherever possible and appropriate attend professional development opportunities.

This job description is neither exhaustive nor exclusive. Other reasonably similar duties may be allocated from time to time commensurate with the general character of the post and its grading and the job description may be subject to modification and amendment in accordance with the needs of the Trust or the school.

Person Specification

Jesus said, ‘I have come in order that you might have life—life in all its fullness’

(John 10:10). As a Trust, our aim is to ensure that all of our pupils are able to benefit from and enjoy ‘life in all its fullness.’

Criteria

Essential/

Desirable

Qualifications

Basic literacy and numeracy

E

Hold, or be willing to complete, a valid first aid certificate

E

Be willing to undertake training relevant to the role, for example but not exclusively in:

- Safeguarding

- School IT procedures / systems

E

Professional Experience

Experience of working with/caring for children of a relevant age

D

Experience of working in an administrative role in a primary school

D

Experience of working as part of a team

D

Knowledge, Skills and Understanding

Good standard of spoken English

E

Ability to work effectively within a team environment, understanding roles and responsibilities

E

Ability to communicate with and build effective working relationships with adults and children of all ages

E

Ability to promote a positive ethos and role model positive attributes

E

Willingness to work positively with children from a range of social and cultural backgrounds

E

Ability to keep simple records, for example a register and log of incidents/accidents using a computer

E

Ability to provide support for the medical care of pupils and to make decisions quickly to ensure the safety of children

E

Understanding of the importance of confidentiality

E

Ability to follow instructions but to use initiative and show good judgment when required

E

Personal Qualities

Committed to upholding the Christian ethos of the Trust

E

Good role model for young children

E

Reliable, punctual and able to provide sustained high levels of attendance

E

Hardworking, conscientious and with a flexible attitude to work

E

Positive nature, patient and calm and caring disposition

E

Commitment to the welfare and safeguarding of all children

E

Further information about the job

The candidate will be required to undergo a full enhanced DBS check and must be eligible to work in the UK.

Visas cannot be sponsored.

If you're interested in teaching or training to teach in England as an international citizen, we can help you understand your next steps.

Commitment to safeguarding

Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff, volunteers and trustees to share this commitment.

Our recruitment process follows the keeping children safe in education guidance.

Offers of employment may be subject to the following checks (where relevant):
childcare disqualification
Disclosure and Barring Service (DBS)
medical
online and social media
prohibition from teaching
right to work
satisfactory references
suitability to work with children

You must tell us about any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.

Applying for the job

This school accepts applications through their own website, where you may also find more information about this job.

CVs will not be accepted for this application.

About Clutton Church of England Primary School

• School type: Academies, Church of England, ages 3 to 11
• Education phase: Primary school
• School size: 38 pupils enrolled
• Age range: 3 to 11
• Ofsted report: View Ofsted report
• School website: Clutton Church of England Primary School website
• See more jobs: teaching-vacancies.service.gov.uk/organisations/clutton-church-of-england-primary-school

Clutton C of E Primary School is a small, rural co-educational primary school based just outside Chester with 58 pupils and 11 staff. Many of the children who attend the school are not based within the area but are from outlying areas. The school has a strong tradition of excellence with an Outstanding judgement by Ofsted in 2008 and a SIAMS judgement of Outstanding in 2018. Clutton is a church school with a warm, family oriented environment and a strong community of parents/carers, governors, supporters and friends.

School location

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