St Matthias C of E Primary School
Administration & Data Officer Application Pack
Contents Page Welcome
p.3
About Us
p.4
Working in Partnership
p.5
Administration & Data Officer Job Description
p.6/7
Administration & Data Officer Person Specification
p.8
How to apply
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Where to find us
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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.
Teaching schools are outstanding schools that work with others to provide high-quality training and development to new and experienced school staff. They are part of the government’s plan to give schools a central role in raising standards by developing a self-improving and sustainable school-led system. St Matthias plays an instrumental role in the work of our three teaching schools. 2
Welcome Dear applicant, Thank you very much for your interest in becoming an Administration and Data 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. 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 Angela Belcher to arrange this. If you have any queries in regards to this position, please contact: recruitment@primaryadvantage.hackney.sch.uk for more information. Yours sincerely, Orlene Badu Head teacher
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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?
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
We work in partnership, pooling our expertise and resources
achieving outstanding grades in the majority of aspects of each school’s work
in order to achieve collectively what we may not be able to achieve individually
Through pupil partnership work we continue to break down
We believe passionately in improving the life chances for our
locally perceived boundaries and help pupils to work harmoniously with pupils from other areas of Hackney
pupils
We do not tolerate low expectations We match tried and tested strategies that we know work to
We seek to maximise the efficiency and effectiveness of each school by capitalising on centralised services and sharing systems
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
Find out more about Primary Advantage Federation by visiting www.primaryadvantage.co.uk
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Job Description - Administration & Data Officer JOB SUMMARY:
Job Title: Administration & Data Officer
Reports to: Finance & Administration Manager
To ensure the accurate maintenance and management of pupil and school data. Assist in the provision of an efficient and effective school administrative function.
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
To provide support to Headteacher and Finance & Salary: Scale 6 (£26,337 - £27,879) Administration Manager Manager/Bursar by ensuring Maintain the SIMS database of that all necessary information is pupil records for attendance and up to date and that requests are punctuality, liaising with the followed up in a timely fashion. Heads of Year, the school Home Be responsible for the Support Worker and Attendance maintenance of the database. Officer as appropriate and where necessary. MAIN DUTIES AND RESPONSIBILITIES Co-ordinate the updating of the SIMS database and Assessment Pupil Data: Manager with pupil assessment To assist in coordinating staff data on an annual and ad hoc cover requirements. basis. Maintain robust processes and Manage the annual updating of manage a varied workload using the SIMS database with the a structured, timely and annual timetable and class prioritized methodology. To changes. become a SIMS administrator / Maintain records of all super-user. disciplinary, behavioural and Work alongside the Finance & special needs issues relating to Administration Manager and individual pupils and updating School Business Manager to SIMS where necessary. ensure the school has Produce reports when required. appropriate systems, processes and controls in place to maintain and manage all aspects of pupil Resources: data.
Be responsible for the annual admissions procedure, including all necessary communications with parents, arranging parental interviews and appeals with the Headteacher.
Assist with the ensuring expenditure is within an agreed budget.
Manage administration of facilities including use of school premises.
General Administration:
Assist with the marketing and promotion of the school.
To support the Admin Officer in welcoming stakeholders and to provide cover and support to the Administration Officer as and when required.
To plan and schedule meeting rooms for any training and meetings held at the school and organize refreshments and resources when necessary.
To oversee the typing of all pupil/ parent correspondence and ensure information is presented effectively through the use of noticeboards, newsletters and the school website.
Operate relevant equipment/ complex ICT packages.
Monitor and manage stock levels within an agreed budget, cataloguing resources and undertaking audits as required.
Load the annual pupil intake into SIMS in addition to administering pupils when they arrive, leave or transfer to the school. Ensure the schools cash system database is up to date.
Maintain individual pupil records in accordance with PLASC requirements. Produce PLASC returns and ad hoc reports when necessary.
To process orders, ensure orders are checked for payment according to the schools financial procedures an circulated s necessary. Undertake complex financial administration procedures. Assist with the planning, monitoring and evaluation of budget.
To manager the schools website and Social Media networks. To support and coordinate work experience and student placements within the school office. To organize and maintain all site archiving. To manage the schools cash collection systems and ensure procedures are in accordance to the schools financial procedures.
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Other:
Self-review and critique all systems and processes associated with the role and to work alongside the Business Manager/Bursar to improve and develop systems and processes where appropriate.
and any such changes will be discussed with the postholder.
Be responsible for own career development and undertake training as appropriate for the further development of the post.
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
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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Personal Specification- Administrator & Data Officer Qualifications, Knowledge and Experience
Skills and Abilities
Essential:
English and Math's Qualifications to GCSE level.
NVQ Level 3 or equivalent qualification or experience in relevant discipline.
Experience of development, management and operation of administrative systems. Experience of working as part of a team and supporting others in order to achieve a shared vision/ goal. Full working knowledge of relevant policies/codes of practice and awareness of relevant legislation.
Communication Essential:
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.
Essential:
Competent to an intermediate level in the use of Microsoft Office software to complete secretarial or administrative tasks, e.g. 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 Accountability and Freedom to Act professionals, in an effective and Essential: polite manner. Able to make routine decisions The ability to use own initiative based upon guidelines and and creativity to achieve desired procedures laid down within results. established frameworks. Possesses good organisational Leads by example in standards of skills in order to maintain behaviour in the work efficiency and the ability to environment. prioritse own workload.
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.
Motivated to work towards Other creating a safe, open and trusting Understands the nature of a environment. Church of England Primary Willingness to partake in School. continuous professional development. Demonstrates excellent administrative and reception practices.
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 persuade and influence others effectively.
Able to balance tasks and resources in the organisation of a wide range of activities.
Able to demonstrate tact and diplomacy in communication.
Able to provide contingency plans to address the unexpected.
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How To Apply
Completed application forms must be received by Monday 5th January 2015 at 9am.
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.
Interviews will take place on Monday 12th January 2015.
Please specify the role you are applying for i.e.:
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.
Administration Officer quoting reference STM/ ADO Candidates are advised that when completing the references section on the application form to please ensure that:
Where to find us
• Your first referee is your current, or most recent, employer • You provide a referee who can confirm your ability for the role
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.
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
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