St Matthias C of E Primary School

Administration Officer Application Pack

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St Matthias 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.

Contents Page

Welcome p.3

About Us p.4

Working in Partnership p.5

Administration Officer

Job Description p.6/7

Administration Officer

Person Specification p.8

How to apply p.9

Where to find us p.9

Teaching schools are outstanding schools that work with oth-ers to provide high-quality training and development to new and experienced school staff. They are part of the govern-ment’s plan to give schools a central role in raising standards by developing a self-improving and sustainable school-led sys-tem. St Matthias plays an instrumental role in the work of our three teaching schools.

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Dear applicant,

Thank you very much for your interest in becoming an Administration Officer at St Matthias CE Primary

School. I hope you will find this information a useful introduction to our school.

St Matthias is a lively one and a half form entry primary school in the London borough of Hackney and serves a diverse community that is founded upon and promotes Christian teachings and values. St Matthias provides a safe and happy environment for all of our children and staff to learn, develop and excel in their academic and social education. We believe that our children have to be supported to achieve and prepare for their lives ahead. We instil the values and care needed to ensure they become responsible, confident and capable members of society. We are looking to recruit self-motivated, approachable and organised individuals to be part of our

administration team. We are looking to appoint a Administration Officer part time.

Our new administrator will join a very committed and hard-working staff body who want to ensure that

every child fulfils its potential, both now and in the future. If you are committed to helping children to

make progress in every lesson, every day, we would like to hear from you.

Please find further guidance on our School and details on how to apply for the post within this pack.

We welcome and encourage school visits . Please contact Laura Lee at:

recruitment@primaryadvantage.hackneu.sch.uk for more information.

Yours sincerely,

Orlene Badu

Head of School

Welcome

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About Us

Our School

St Matthias is a one and half form entry school with a nursery and 270 children on roll.

We are a “Good” school (OFSTED September 2013), that now has its sights firmly set on becoming

an Outstanding school with the desire and motivation to ensure all our children achieve the highest

possible standards, due to excellent staff with the determination to ensure no child is left behind.

Our school is located in Stoke Newington, Hackney and is a short walk from Dalston Kingsland

Station. The school serves a richly diverse community that is founded upon and promotes Christian

teachings and values.

Our school enjoys an active partnership with the St Matthias local parish church and the LDBS.

The vision and values of the school

St Matthias provides a safe and happy environment for all of our children and staff to learn, develop and excel in their academic and social education. We believe that our children have to be supported to achieve and prepare for their lives ahead. We instil the values and care needed to ensure they become responsible, confident and capable members of society.

Our Christian ethos is underpinned by the principle of ‘Love Thy Neighbour’ and children are encouraged to love themselves and others to ensure respect for all and the right to knowledge.

We believe that it is imperative that all children have the necessary skills and attitudes to equip them for an unknown but prosperous future, that allows them to make positive choices about their own lives. We offer a consistent approach to learning to ensure they have the skills necessary to apply to a variety of situations.

At St Matthias we are all here to learn.

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Working in Partnership

Primary Advantage Federation

St Matthias 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 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.

Job Title: Administration Officer

Reports to: Finance & Administration Manager

Accountable to: Headteacher

Based: St Matthias CE 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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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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Qualifications, Knowledge and

Experience

Essential:

Qualifications to GCSE level.

A sound level of literacy and

numeracy.

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 confidentiality,

information sharing and child

protection.

Desirable:

Qualification in Administration,

eg. NVQ2 in Administration.

Communication

Essential:

Possesses effective verbal and

written communication skills.

Presents information and ideas

clearly and uses communication

appropriate to the audience.

Able to positively influence the

opinions of others through

factual discussion.

Able to adapt personal style of

communication to reflect a

situation and/or need.

Able to create an environment of

trust by delivering on promises.

Utilises report writing skills to

accurately reflect a situation

through positive communication

techniques.

Able to disseminate information

and demonstrates a consultative

approach to communication.

Able to persuade and influence

others effectively.

Able to demonstrate tact and

diplomacy in communication.

Desirable:

Able to communicate in an

additional language.

Knowledge and understanding of

Makaton.

Skills and Abilities

Essential:

Competent to an intermediate

level in the use of Microsoft

Office software to complete

secretarial or administrative

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,

efficient 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

administrative and reception

practices.

Exercises flexibility so as to take

on changes in work priorities and

practices.

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

thinking in working through

problems.

Able to follow organisational

procedures and maintain quality

of standards in own work.

An awareness of the needs of

children who have a variety of

needs and who come from a

variety of backgrounds.

The ability to adapt to new office

technologies.

An understanding of customer

service and the principles in

delivering outstanding customer

service.

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.

Other

Understands the nature of a

Church of England Primary

School.

Personal Specification- Administrator

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How To Apply

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.:

Administration Officer (part time) quoting

reference STM/AO

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.

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.

Successful Candidates

Completed application forms must be received by

Monday 10th Novemer 2014 at 9am.

Interviews will take place on Monday 17th November

2014.

If you have any queries or would like to arrange to visit our

school, please contact Angela Belcher on

0207 254 1148 or email

recruitment@primaryadvantage.hackney.sch.uk

We look forward to receiving your application.

Where to find us

St Matthias C of E Primary School

Wordsworth Road

London

N16 8DD

Tel: 020 72541148

Email:

recruitment@primaryadvantage.hackney.sch.uk

Website: www.st-matthias.hackney.sch.uk