Staff Vacancies

Admin Officer Vacancy

Oakdene Primary School

Job description: Administrative officer

Oakdene Primary School is committed to creating a diverse workforce. We will consider all qualified applicants for employment without regard to sex, race, religion, belief, sexual orientation, gender reassignment, pregnancy, maternity, age, disability, marriage or civil partnership.

Job details

Salary: SPC 7-11 £25,584-£27.269

Hours: 15 hours per week. 08:00-15:30 (Monday & Friday)

Contract type: Fixed term (review in 12 months)

Reporting to: Office Manager

Main purpose

The administrative officer is responsible for supporting the administrative, financial and organisational processes within the school. They will also act as the initial point of contact for parents/carers, visitors and other stakeholders, therefore they 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

Book training courses for all staff

Order, monitor and manage stock, ensuring best value following the school’s purchasing processes

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

All other duties as assigned by the line manager or Headteacher

Attendance administration

Monitor and maintain an accurate record of pupil attendance, producing reports as

necessary

Monitor the late arrival of pupils and contact parents/carers to identify reasons for

non-attendance, ensuring all safeguarding procedures are followed

All other duties as assigned by the line manager or Headteacher

Reception

Act as the 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

All other duties as assigned by the line manager or Headteacher

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

All other duties as assigned by the line manager or Headteacher

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 

Assist with marketing and promoting the school

All other duties as assigned by the line manager or Headteacher

Finance

Enter data into the school’s finance systems and produce reports as necessary

Collect, record and issue receipts for payments from parents and carers

Carry out financial administration in line with the school’s procedures

All other duties as assigned by the line manager or Headteacher

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

Contribute to the safety of children and young people and protect them from harm

All other duties as assigned by the line manager or Headteacher

Person specification

Qualifications and training

First aid training (or willingness to complete it)

GCSE English and maths (or equivalent)

Experience

Carrying out administrative tasks

Dealing with face-to-face and telephone interactions

Working with children or young people

Working and collaborating within a team 

Skills and knowledge

Good oral and written communications skills

Ability to respond quickly and effectively to issues that arise

Ability to plan, organise and prioritise to meet deadlines

Ability to use own initiative and take action accordingly

Excellent attention to detail

Ability to use IT packages including word processing, spreadsheets and presentation software

Ability to use relevant office equipment effectively

Ability to build effective working relationships with colleagues

Understanding of data protection and confidentiality

Understanding of safeguarding

Personal qualities

Commitment to promoting the ethos and values of the school and

 getting the best outcomes for all pupils

Commitment to acting with integrity, honesty, loyalty and fairness to

safeguard the assets, financial probity and reputation of the school

Ability to work under pressure and prioritise effectively

Commitment to maintaining confidentiality at all times

Commitment to safeguarding and equality

Embraces change well

Deals with difficult situations effectively

Headteacher/line manager’s signature:           _______________________________________

Date:                                                                _______________________________________            

Postholder’s signature:                                    _______________________________________

Date:                                                                _______________________________________

Closing Date: Friday 12th September 2025