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1
St John & St James CE Primary School
& Admin Application Pack
Personal Assistant to the Headteacher
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Contents Page
3. Welcome
4. About Us
5. Working in Partnership
6. Administrator Job
Description
8. Administrator Person
Specification
9. Personal Assistant Job
Description
11. Personal Assistant Person
Specification
12. How to apply
13. Where to find us
St John & St James CE Primary School is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. We welcome applications from all sections of the community, regardless of gender, race, religion, disability, sexual orientation or age.
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Dear Applicant,
Thank you for your interest in the role of either Administrator or Personal Assistant to the Headteacher at St John & St James CE Primary.
St John & St James is a one form entry primary school situated in the heart of Hackney. We are proud to be an outstanding primary school with a supportive and inspirational network of staff.
We are looking to appoint an Administration Officer to cover maternity leave for a year and a Personal Assistant to the Headteacher. We are looking for determined, committed and hardworking individuals who can provide a high of level of administration support to our school. We are also looking for someone who values lifelong learning and wants to grow with our school.
For more information about our school and details on how to apply please read our application pack. We encourage you to visit our school and our website to learn more about us.
Yours sincerely,
Jenna Clark Headteacher
Welcome
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About Us
St John and St James’ is a one form entry Church of England Primary School with a Nursery. The children in our care range from three to eleven years old. St John and St James’ is one of six schools within
the Primary Advantage Federation.
OUR MISSION
Learn together, journey together, pray together
We aim to express and celebrate our mission in every aspect of our school community.
We learn together by creating a safe and secure learning environment in which every child is known and valued and
motivated to learn. We aim to prepare our children for the world by bringing the world into the classroom.
We journey together towards educational excellence, personal and spiritual fulfilment. We use a cooperative approach to
support children from our rich, diverse community.
We pray together and prepare our children for life with a strong set of values to enable them to reflect and make positive
choices with confidence. We respect each other and we treat each other as we would like to be treated.
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Working in Partnership
Primary Advantage Federation
St John & St James CE Primary School is a part of the Primary
Advantage Federation.
We are a group of schools working together because we
believe our schools can gain many benefits from working
collaboratively and can achieve more by working together. We
have made a commitment to a shared responsibility to the
wider education community, the provision of good quality
education and the improvement of life chances for pupils in
the community beyond that of our own schools. Teachers,
support staff, school leaders and Governors have added
expertise in working alongside colleagues to improve
provision and outcomes for pupils.
WHAT IS OUR APPROACH?
We work in partnership, pooling our expertise and
resources in order to achieve collectively what we may
not be able to achieve individually.
We believe passionately in improving the life chances
for our pupils.
We do not tolerate low expectations.
We match tried and tested strategies that we know
work to the needs of the schools and use our
experience of supporting schools in successfully
implementing them.
We promote a collaborative approach whilst
developing the capacity of each school to serve its own
community and retain its distinct identity.
We recognise the importance of individuality,
spontaneity and creativity in developing innovation .
WHAT OUTCOMES DO WE WANT?
Every teacher is a good teacher; every school is a good
school.
Teachers who use the most effective teaching methods
to motivate learners and raise aspirations. As a result
all pupils will make good or better progress.
Quality learning environments where pupils feel safe
and secure, known and valued and motivated to learn.
Robust teaching and application of ICT skills ensure our
pupils are properly equipped for the next stage of
learning.
Curriculum provision which inspires and motivates
pupils and broadens their horizons. Our curriculum
supports community cohesion through an international
curriculum strand.
We work with precision and move incrementally
towards achieving outstanding grades in the majority
of aspects of each school’s work.
Through pupil partnership work we continue to break
down locally perceived boundaries and help pupils to
work harmoniously with pupils from other areas of
Hackney.
We seek to maximise the efficiency and effectiveness
of each school by capitalising on centralised services
and sharing systems.
Find out more about Primary Advantage Federation
by visiting
www.primaryadvantage.co.uk
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Job Description - Administrator
JOB SUMMARY:
To provide of an efficient and
effective reception,
administrative and clerical
support function for the school;
and
To provide administrative and
clerical support to school staff.
PRINCIPLE ACCOUNTABILITIES:
To be responsible for the
management of the school’s
reception/office;
To maintain the various school
databases for pupil and staff
records;
To provide reception and
administrative tasks; and
To provide administrative support
to the Head of School and other
members of staff as appropriate.
MAIN DUTIES:
To be responsible for the
management of the school’s
office, to provide administrative
support to the Head of School
and other members of staff as
appropriate, and to provide
reception and administrative
tasks:
1. To ensure that all visitors to the
school are welcomed in a polite,
friendly, and efficient manner and
providing hospitality as required.
2. To open and distribute incoming
post and arrange the mailing of
correspondence for the Head of
School and other members of
staff.
3. To arrange for outgoing post to
be either collected or posted
when required.
4. To provide information and
assistance to, and with, all staff,
parents/carers, pupils, members
of the public and other agencies
as required. This includes dealing
with enquiries and taking
appropriate action using your
own initiative, and the resolution
or passing on of complaints to the
appropriate member of staff.
5. To maintain a clear and tidy
workspace.
6. To undertake general office
duties including filing,
photocopying and the drafting
and typing of general
correspondence, newsletters,
reports and official statistical
returns as necessary.
7. To co-ordinate the purchase of
goods, services and supplies.
8. To produce and maintain the
school’s information booklets.
9. To process purchase orders as
appropriate.
10. To follow up outstanding monies
and bad debts as appropriate.
11. To co-ordinate, process and
maintain the Building Fund
Income.
12. To administer of the school’s
petty cash system and act as a
cheque signatory.
13. To manage the receiving and
banking of monies for the school
as required.
14. To monitor the office and school
stationery stock levels and order
stock as appropriate.
15. To manage the ordering, stock
control, distribution and accounts
of the school uniform service to
parents/carers.
16. To manage the administration of
free and paid school meals,
including the collection of
Job Title: Administration Officer
Reports to: Finance & Administration Manager
Accountable to: Headteacher
Based: St John & St James Primary School
Key Contacts: Pupils, parents, external contractors, Executive Principal, other
members of staff, the Governing Body, LEA officers
Salary: Scale 4
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monies, debits and credits,
banking, returns to the LEA, and
pupil travel passes.
17. To ensure high quality and
accurate school newsletters are
prepared, sent to parents and
published on the school’s website
or VLE each week.
18. To administer first aid in caring
for injuries, comforting children
with emotional difficulties,
following and planning pupil
support methods; and to ensure
all first aid administered is
recorded appropriately.
19. Photocopy resources for the
classroom and support in the
preparation of resources.
To maintain the various school
databases for pupil and staff
records:
1. To assist in maintaining and
efficient filing system.
2. To assist in maintaining the
school database of pupil records,
including attendance and to liaise
with the Special Educational
Needs Co-Ordinator, the school
Home Support Worker and the
Ethnic Minority Achievement Co-
Ordinator, staff and the Education
Welfare Officer as appropriate.
3. To maintain the school’s
emergency contact forms and
records.
4. To provide assistance with other
information databases as
required.
5. To ensure that all records are
kept accurately and comply with
the requirements of the Data
Protection Act.
6. To ensure that all computerised
data is kept accurately and
securely, and in compliance with
data protection legislation.
7. To liaise with the LEA on pupil
admissions to the school,
ensuring information is accurate
and correspondence to both staff,
LA and Parents is managed
effectively under direction of the
Finance & Admin Manager.
GENERAL:
This is not an exhaustive list of
duties and responsibilities, and
the postholder may be required
to undertake other duties which
fall within the grade of the job, in
discussion with the manager.
This job description will be
reviewed regularly in the light of
changing service requirements
and any such changes will be
discussed with the postholder.
The postholder is expected to
comply with all relevant policies,
procedures and guidelines,
including those relating to Equal
Opportunities, Health and Safety
and the Confidentiality of
Information.
The postholder may be required
to work outside normal school
hours on occasion, with due
notice.
Because of the nature of the post,
candidates are not entitled to
withhold information regarding
convictions by virtue of the
Rehabilitation of Offenders Act
1974 (Exemptions) Order 1975 as
amended. Candidates are
required to give details of any
convictions on their appointment
form and are expected to disclose
such information at the
appointment interview.
Because this post allows
substantial access to children,
candidates are required to
comply with departmental
procedures in relation to Police
checks. If candidates are
successful in their application
prior to taking up post, they will
be required to give written
permission to the Department to
ascertain details from the
Metropolitan Police regarding any
convictions against them and, as
appropriate the nature of such
convictions.
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Person Specification - Administrator
1. Qualifications, Knowledge
and Experience
Essential:
Qualifications to GCSE level.
A sound level of literacy and numera-cy.
Experience in an administrative setting, ideally within education.
Experience of working as part of a team and supporting others in order to achieve a shared vision/goal.
Knowledge of equal opportunities legislation.
An awareness of policies, procedures and best practice in relation to confi-dentiality, information sharing and child protection.
Desirable:
Qualification in Administration, eg. NVQ2 in Administration.
How Tested:
Application Form
Certificate
References
2. Communication
Essential:
Possesses effective verbal and written communication skills.
Presents information and ideas clear-ly and uses communication appropri-ate to the audience.
Able to positively influence the opin-ions of others through factual discus-sion.
Able to adapt personal style of com-munication to reflect a situation and/or need.
Able to create an environment of trust by delivering on promises.
Utilises report writing skills to accu-rately reflect a situation through positive communication techniques.
Able to disseminate information and demonstrates a consultative ap-proach to communication.
Able to persuade and influence oth-
ers effectively.
Able to demonstrate tact and diplo-macy in communication.
Desirable:
Able to communicate in an additional language.
Knowledge and understanding of Makaton.
How Tested:
Application Form
Interview
References
3. Skills and Abilities
Essential:
Competent to an intermediate level in the use of Microsoft Office soft-ware to complete secretarial or ad-ministrative tasks, eg. Word, Excel, Powerpoint, Outlook etc.
Competent in the maintenance of database packages and experience of reporting from database packages.
The ability to plan and complete a piece of work in a methodical, effi-cient and timely manner to met a set deadline.
The ability to deal with a range of people, including members of the public and other professionals, in an effective and polite manner.
The ability to use own initiative and creativity to achieve desired results.
Possesses good organisational skills in order to maintain efficiency and the ability to prioritse own workload.
Motivated to work towards creating a safe, open and trusting environment.
Willingness to partake in continuous professional development.
Demonstrates excellent administra-tive and reception practices.
Exercises flexibility so as to take on changes in work priorities and prac-tices.
Able to balance tasks and resources in the organisation of a wide range of activities.
Able to provide contingency plans to
address the unexpected.
Demonstrates clear and logical think-ing in working through problems.
Able to follow organisational proce-dures and maintain quality of stand-ards in own work.
An awareness of the needs of chil-dren who have a variety of needs and who come from a variety of back-grounds.
The ability to adapt to new office technologies.
An understanding of customer ser-vice and the principles in delivering outstanding customer service.
How Tested:
Application Form
Interview
References
4. Accountability and Freedom to Act
Essential:
Able to make routine decisions based
upon guidelines and procedures laid
down within established frameworks.
Leads by example in standards of
behaviour in the work environment.
How Tested:
Application Form
Certificate
References
Other
Understands the nature of a Church
of England Primary School.
How Tested:
Application Form
Certificate
References
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Job Description - Personal Assistant to the Headteacher
Purpose of the post:
Under the guidance of senor staff, be responsible for undertaking administrative, financial, organisational processes within the school. Assist with the planning and development of support services.
To be a Personal Assistant to the Headteacher and perform all necessary tasks requested by the Headteacher.
To undertake a full range of secretarial and administrative duties to the Headteacher and to ensure the efficient and effective running of the Head teacher’s office and daily business.
Main duties and responsibilities
Organisation:
Deal with complex reception and visitor matters.
Contribute to the planning, development and organisation of support service systems/ procedures/policies.
Organise school events in line with school policy.
Supervise, train and develop staff as appropriate.
Administration:
Manage manual and computerised record/information systems.
Analyze and evaluate data/information and produce reports/information/data as required.
Undertake typing, word processing and complex IT based tasks.
Provide personal, administrative and organisational support to other staff.
Provide administrative and organisational support to the Governing Body. Undertake administration of complex procedures.
Complete and submit complex forms, returns etc., including those to outside agencies e.g. DFE.
Undertake the administration of FMS, SIMs & payroll systems.
Maintain the diary, events and schedule for the Headteacher ensuring that he/she is adequately briefed on matters to be discussed.
Process all travel arrangements for the Headteacher and provide care for his/her visitors including the provision of refreshments.
After discussion, draft, as appropriate, outgoing correspondence and school documents that are the direct responsibility of the Headteacher.
Cover for absent colleagues in the general office as necessary.
Deputise for the Federation Business Manager in his/her absence. Maintain a high degree of confidentiality with regard to issues concerning members of staff and pupils. Respond positively with tact, sensitivity and awareness to pupils and parents in relation to duties undertaken.
Communicate with necessary organisations and directed.
Work flexibly across schools.
Maintain communication to parents as directed.
Manage any projects that are requested.
Job Title: Personal Assistant to the Headteacher
Reports to: Executive Principal & Headteacher
Based: St John & St James Primary School
Key Contacts: Headteacher, teaching staff, Finance and administration staff,
Business Manager, Governors, local community representatives, union repre-
sentatives, and other external agencies
Salary: S01
10
Resources:
Operate relevant equipment/complex ICT packages.
Monitor and manage stock within an agreed budget, cataloguing resources and undertaking audits as required.
Provide advice and guidance to staff, pupils and others.
Undertake research and obtain information to inform decisions.
Assist with the marketing and promotion of the school.
Assist with administration of facilities including use of school premises.
Undertake complex financial administration procedures.
Assist with the planning, monitoring and evaluation of budgets and bids.
Manage expenditure within an agreed budget.
Responsibilities:
Comply with and assist with the development of policies and procedure relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
Be aware of and support differences and ensure equal opportunities for all. Contribute to the overall ethos/work/aims of the school.
Establish constructive relationship and communicate with other agencies/professionals. Attend and participate in regular meetings.
Participate in training and other learning activities and performance development as required.
Recognise own strengths and areas of expertise and use these to advise and support others.
This is a description of the main duties and responsibilities of the post at the date of production. The duties may change over time as requirements and circumstances change. The person in the post may also have to carry out other duties as may be necessary from time to time.
General Requirements
Take part in the school’s performance management system.
Attend governing body meetings on a regular basis.
Enhanced DBS Check.
Strong commitment to furthering equalities in both service delivery and employment practice.
You must promote and safeguard the welfare of children, young and vulnerable people that you are responsible for or come into contact with.
To Be Noted:
This is not an exhaustive list of duties and responsibilities, and the postholder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the postholder.
The postholder is expected to comply with all relevant policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and the Confidentiality of Information.
The postholder may be required to work outside normal school hours on occasion, with due notice.
Because of the nature of the post, candidates are not entitled to withhold information regarding convictions by virtue of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 as amended. Candidates are required to give details of any convictions on their appointment form and are expected to disclose such information at the appointment interview.
Because this post allows substantial access to children, candidates are required to comply with
departmental procedures in relation to Police checks. If candidates are successful in their application prior to taking up post, they will be required to give written permission to the Department to ascertain details from the Metropolitan Police regarding any convictions against them and, as appropriate the nature of such convictions.
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PersonSpecification - Personal Assistant to the Headteacher
Essential Desirable
Qualifications and Experience
NVQ Level 3 or equivalent qualification or experience in relevant discipline.
Degree educated in a relevant field (business management, finance, law)
Experience & Knowledge
Experience of development, management and operation of administrative systems.
Full working knowledge of relevant poli-cies/codes of practice and awareness of relevant legislation.
A thorough understanding of the education-al context
Skills and Abili-ties
Very good literacy & numeracy skills.
Effective use of ICT and other specialist equipment/resources.
Very good ICT skills.
Ability to relate well to children and adults.
Work constructively as part of a team, understanding school roles and responsi-bilities and own position within these.
Ability to self-evaluate learning needs and actively seek learning opportunities.
Display commitment to the protection and safeguarding of children and young peo-ple.
Able to work independently, being proac-tive and demonstrating initiative and prob-lem solving abilities.
Highly effective communications skills, particularly written communication skills.
Highly effective IT skills using a range of administrative programmes (e.g. excel, word)
Able to communicate with a range of audi-ences including colleagues, governors, officers of the County Council and suppli-ers.
Able to identify work priorities and man-age own workload to meet deadlines.
Able to show sensitivity and objectivity in dealing with confidential issues.
Able to work with precision and attention to detail.
Others
Demonstrates equal opportunities in all aspects of their work.
Able to work flexibly, as required.
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Applicants are asked to complete all the standard
information required on the Primary Advantage
application form, and to submit a supporting
statement, addressing all the criteria identified in
the person specification. Please specify the role you
are applying for i.e. Administrator or Personal
Assistant
The reference number for Administrator is: Admin/
SJSJ
The reference number for Personal Assistant is:
PA/SJSJ
Candidates are advised that when completing the
references section on the application form to please
ensure that:
• Your first referee is your current, or most recent,
employer
• You provide a referee who can confirm your ability
for the role
Shortlisted candidates will be asked to teach an
activity or lesson and will be advised of the details of
the lesson observation prior to interview.
How to apply
Candidates must ensure that if they are successful
at interview, that they are able to provide evidence
of their Right to Work and Remain in the UK. The
school is not able to employ any person who cannot
validate their Right to Work and Remain in the UK
in the line with the Asylum, Immigration and
Nationality Act 2000.
Successful candidates will be required to apply for
an enhanced Criminal Record Check via the DBS.
We are committed to safeguarding and promoting
the welfare of our children and expect all members
of staff to share this commitment.
We look forward to receiving your application.
Completed application forms must be received by 9:30 on
Monday 13th October 2014
Interviews will take place on Friday 17th October 2014.
If you have any queries or would like to arrange to visit our
school, please contact Venessa Williams on
0208 985 2045 or email
We look forward to receiving your application.
Successful Candidates
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St John & St James CE Primary School
Isabella Road
London E9 6DX
Tel: 0208 985 2045
Email: [email protected]
Website: www.johnjames.hackney.sch.uk
Where to find us