St John & St James CE Primary School Personal Assistant to the Headteacher & Admin Application Pack
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Contents Page 3.
Welcome
4.
About Us
5.
Working in Partnership
6.
Administrator Job Description
8.
Administrator Person Specification
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Personal Assistant Job Description
11.
Personal Assistant Person Specification
12.
How to apply
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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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Welcome 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
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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 Every teacher is a good teacher; every school is a good school.
Primary Advantage Federation St John & St James CE Primary School is a part of the Primary Advantage Federation.
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.
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.
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.
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 work with precision and move incrementally towards achieving outstanding grades in the majority of aspects of each school’s work.
We believe passionately in improving the life chances for our pupils.
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 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 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
We promote a collaborative approach whilst developing the capacity of each school to serve its own community and retain its distinct identity.
www.primaryadvantage.co.uk
We recognise the importance of individuality, spontaneity and creativity in developing innovation . WHAT OUTCOMES DO WE WANT? 5
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.
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
PRINCIPLE ACCOUNTABILITIES:
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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.
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MAIN DUTIES:
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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: To ensure that all visitors to the school are welcomed in a polite, friendly, and efficient manner and providing hospitality as required.
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To open and distribute incoming post and arrange the mailing of correspondence for the Head of School and other members of staff. To arrange for outgoing post to be either collected or posted when required.
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To co-ordinate the purchase of goods, services and supplies.
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To produce and maintain the school’s information booklets.
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To process purchase orders as appropriate.
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To follow up outstanding monies and bad debts as appropriate.
To provide information and 11. assistance to, and with, all staff, parents/carers, pupils, members of the public and other agencies 12. as required. This includes dealing with enquiries and taking appropriate action using your 13. own initiative, and the resolution or passing on of complaints to the appropriate member of staff. 14. To maintain a clear and tidy workspace.
To co-ordinate, process and maintain the Building Fund Income.
To undertake general office duties including filing, photocopying and the drafting and typing of general correspondence, newsletters, reports and official statistical returns as necessary.
15.
To manage the ordering, stock control, distribution and accounts of the school uniform service to parents/carers.
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To manage the administration of free and paid school meals, including the collection of
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To administer of the school’s petty cash system and act as a cheque signatory. To manage the receiving and banking of monies for the school as required. To monitor the office and school stationery stock levels and order stock as appropriate.
monies, debits and credits, banking, returns to the LEA, and pupil travel passes. 17.
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To provide assistance with other information databases as required.
To ensure high quality and 5. accurate school newsletters are prepared, sent to parents and published on the school’s website or VLE each week. 6. To administer first aid in caring for injuries, comforting children with emotional difficulties, following and planning pupil 7. support methods; and to ensure all first aid administered is recorded appropriately.
To ensure that all records are kept accurately and comply with the requirements of the Data Protection Act.
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.
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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.
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.
To ensure that all computerised data is kept accurately and securely, and in compliance with data protection legislation. 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.
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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.
Person Specification - Administrator 1.
Qualifications, Knowledge and Experience
Essential:
Qualifications to GCSE level.
A sound level of literacy and numeracy.
ers effectively.
address the unexpected.
Able to demonstrate tact and diplomacy in communication.
Desirable:
Able to communicate in an additional language.
Knowledge and understanding of Makaton.
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.
Application Form
Interview
Knowledge of equal opportunities legislation.
References
An awareness of policies, procedures and best practice in relation to confidentiality, information sharing and child protection.
3.
Skills and Abilities
Desirable:
Application Form
Certificate
References
2.
Communication
Essential:
Essential:
Qualification in Administration, eg. NVQ2 in Administration.
How Tested:
How Tested:
Possesses effective verbal and written communication skills.
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.
Presents information and ideas clearly and uses communication appropriate to the audience. Able to positively influence the opinions of others through factual discussion.
Competent to an intermediate level in the use of Microsoft Office software to complete secretarial or administrative tasks, eg. Word, Excel, Powerpoint, Outlook etc.
Able to adapt personal style of communication to reflect a situation and/ or need.
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.
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.
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
Willingness to partake in continuous professional development.
Able to create an environment of trust by delivering on promises.
Demonstrates excellent administrative and reception practices.
Utilises report writing skills to accurately reflect a situation through positive communication techniques.
Exercises flexibility so as to take on changes in work priorities and practices.
Able to disseminate information and demonstrates a consultative approach to communication.
Able to balance tasks and resources in the organisation of a wide range of activities.
Able to persuade and influence oth-
Able to provide contingency plans to
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Understands the nature of a Church of England Primary School.
How Tested:
Application Form
Certificate
References
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.
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 representatives, and other external agencies Salary: S01
Undertake typing, word processing To undertake a full range of and complex IT based tasks. secretarial and administrative duties to the Headteacher and to ensure the Provide personal, administrative and organisational support to other staff. efficient and effective running of the Head teacher’s office and daily Provide administrative and business. organisational support to the Governing Body. Undertake administration of complex Main duties and responsibilities procedures. Organisation: Complete and submit complex forms, returns etc., including those to Deal with complex reception and outside agencies e.g. DFE. visitor matters. Undertake the administration of FMS, Contribute to the planning, SIMs & payroll systems. development and organisation of support service systems/ procedures/ Maintain the diary, events and policies. schedule for the Headteacher Organise school events in line with school policy.
ensuring that he/she is adequately briefed on matters to be discussed.
Supervise, train and develop staff as appropriate.
Process all travel arrangements for the Headteacher and provide care for his/her visitors including the provision of refreshments.
Administration:
After discussion, draft, as appropriate, outgoing correspondence and school documents that are the direct responsibility of the Headteacher.
Manage manual and computerised record/information systems. Analyze and evaluate data/ information and produce reports/ information/data as required.
Cover for absent colleagues in the general office as necessary.
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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.
Resources:
General Requirements
Operate relevant equipment/ Take part in the school’s complex ICT packages. performance management system. Monitor and manage stock within an Attend governing body meetings on a agreed budget, cataloguing resources regular basis. and undertaking audits as required. Enhanced DBS Check. Provide advice and guidance to staff, Strong commitment to furthering pupils and others. equalities in both service delivery and Undertake research and obtain employment practice. information to inform decisions. You must promote and safeguard the welfare of children, young and Assist with the marketing and promotion of the school. vulnerable people that you are responsible for or come into contact Assist with administration of facilities with. 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.
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 Participate in training and other convictions by virtue of the learning activities and performance Rehabilitation of Offenders Act 1974 development as required. (Exemptions) Order 1975 as Recognise own strengths and areas amended. Candidates are required of expertise and use these to advise to give details of any convictions on and support others. their appointment form and are expected to disclose such This is a description of the main information at the appointment duties and responsibilities of the post interview. at the date of production. The duties may change over time as Because this post allows substantial requirements and circumstances access to children, candidates are change. The person in the post may required to comply with also have to carry out other duties as may be necessary from time to time. 10
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.
PersonSpecification - Personal Assistant to the Headteacher
Essential Qualifications and Experience
Experience & Knowledge
NVQ Level 3 or equivalent qualification or experience in relevant discipline.
Degree educated in a relevant field (business management, finance, law)
Experience of development, management and operation of administrative systems.
A thorough understanding of the educational context
Full working knowledge of relevant policies/codes of practice and awareness of relevant legislation. Very good literacy & numeracy skills.
Skills and Abilities
Others
Desirable
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 responsibilities 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 people.
Able to work independently, being proactive and demonstrating initiative and problem 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 audiences including colleagues, governors, officers of the County Council and suppliers.
Able to identify work priorities and manage 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.
Demonstrates equal opportunities in all aspects of their work.
Able to work flexibly, as required.
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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. 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.
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 recruitment@primaryadvantage.hackney.sch.uk
We look forward to receiving your application.
Successful Candidates 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.
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Where to find us St John & St James CE Primary School Isabella Road London E9 6DX
Tel: 0208 985 2045 Email: office@johnjames.hackney.sch.uk Website: www.johnjames.hackney.sch.uk
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