School Office Administrator

Highfields Academy, Nantwich, Cheshire, CW5 6HA

29 days remaining to apply

• Start date details

  ASAP

• Closing date

  23 October 2026 at 12pm (midday)

• Date listed

  24 September 2026

Job details

• Job role:
  • Administration, HR, data and finance
  • Other support role
• Visa sponsorship: Visas cannot be sponsored
• Working pattern: Full time
• Contract type: Permanent
• Full time equivalent salary: 26,846.40

School Office Administrator job summary

Job Summary

Salary: Grade 5 SCP 6

Hours: 37 Hours Per Week

Weeks: 39 weeks

School: Highfields Academy

Contract Type:Permanent

Reporting to:Headteacher

Responsible for:Office Administration

Role Introduction

The School Administration Officer is responsible for providing high quality administrative, reception and clerical support to ensure the efficient day-to-day operation of the school. The role serves as a key point of contact for pupils, parents, staff, visitors and external agencies and contributes to the smooth running of school systems, communication and administrative processes.

Responsibilities

Reception & Communication

Provide a professional and welcoming reception service and respond to telephone, email and in-person enquiries.

Manage visitor sign-in, post, deliveries and messages, following safeguarding and security procedures.

Prepare and distribute routine communications through approved systems, including letters, newsletters and website updates.

Administration & Clerical Support

Provide administrative support to the Headteacher, senior leaders and wider staff team.

Produce documents and maintain accurate electronic and paper filing systems.

Manage shared inboxes and ensure correspondence and administrative requests are handled promptly.

Administer meetings and events, including arrangements, information, notes and agreed actions.

Maintain personnel records and support recruitment, onboarding, absence and return-to-work administration.

Pupil Data & Information Management

Maintain accurate pupil records on the school’s management information system.

Administer admissions, in-year applications, new starters, transfers and leavers, including pupil records and family liaison.

Administer attendance and school registers, including first-day absence follow-up and escalation of concerns.

Produce and check pupil reports, school census returns and other statutory data submissions.

School Operations & Support

Administer educational visits, clubs and wider school activities, including consent, registers, bookings and liaison.

Administer purchasing and supplier processes in line with Trust procedures, including orders, goods received, invoices and routine queries.

Monitor and order office supplies and agreed school resources.

Administer charges, payments and arrears for meals, nursery, clubs, trips and other activities, ensuring income is reconciled and banked.

Maintain the Single Central Record and associated safeguarding checks for staff, volunteers and contractors.

Administer school lettings and liaise with contractors and suppliers, escalating service issues where required.

Compliance & Confidentiality

Handle sensitive information securely and confidentially, following safeguarding, data protection and records management procedures, including pupil medical, allergy and medication records.

Support emergency and business continuity arrangements, maintaining contact information and assisting with communications and incident administration.

Please note that this job description is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks, and the post holder may be required to do other duties appropriate to the level of the role, as directed by the Head teacher.

Hours

The standard hours for this role are achieved from 8.15am to 4.15pm. We are happy to discuss with candidates alternative working patterns should they meet the needs of the school.

Safeguarding

Concordia Multi Academy Trust is dedicated to safeguarding and promoting the welfare and safety of pupils.Successful applicants will be subject to rigorous vetting procedures, including but not limited to: An enhanced DBS check; Satisfactory references; and Online/Social Media Check.

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

Highfields Academy is committed to safeguarding children and promoting the welfare of children. An enhanced DBS and qualifications check will be carried out upon appointment of the successful candidate. More information, including our Safeguarding statement and Child Protection policy, can be found on our website https://www.highfieldsacademy.co.uk/ Please be aware all shortlisted candidates will also have an online search carried out by our trust in accordance with Keeping Children Safe In Education 2022 guidelines

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 Highfields Academy

• Organisation type: Academy, ages 2 to 11
• Education phase: Primary school
• Size: 247 pupils enrolled
• Age range: 2 to 11
• Ofsted report: View Ofsted report
• Website: Highfields Academy website
• See more jobs: teaching-vacancies.service.gov.uk/organisations/highfields-academy

Highfields Academy is a one form entry Primary School on the outskirts of
Nantwich town. It was opened in 1974 but in 2017 major investment was put into the school to modernise our facilities. In the main school we have 7 classes (Reception to Year 6) and class sizes are typically 30 pupils. We also have a Pre School that is able to offer up to 12 places for 2 year olds
and 24 places for 3 and 4 year olds. Wraparound care is available before
school, after school and during most holiday periods.

We are proud of our excellent facilities and accommodation In addition to 7 spacious classrooms (all of which are fitted with the latest touchscreen technology) we have several learning support areas, a bespoke ICT suite including 60 iPads, a music room, and a well stocked library. We are
fortunate to have extensive grounds which include a pond, a large field, a woodland area and a large Forest School area, two playgrounds and an outdoor classroom.

Our main aim at Highfields is to maintain and improve our high academic attainment, whilst ensuring that our pupils enjoy their learning. We feel that Highfields Academy is a very happy place to be and the feedback that we receive from parents confirms this:

95% of parents say that their child is happy at this school, 76 strongly agree.
98% of parents say that their child is safe at school, 78 strongly agree. 22% didn’t know.
91% of parents feel that their child makes good progress.
93% of parents would recommend this school to others.

School location

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