Office – Sims Administrator

Salary: £28,800 per year

Office – SIMS Administrator
Guildford

Salary: Neg subject to skills and experience

Please note that this role involves the handling of a great deal of highly confidential information about pupils and so any potential applicant with personal connections to the school would be in too compromised a position. We therefore regret that we cannot accept such applications.

The School Office staff are the first point of contact for all visitors to the School.

A warm and helpful manner is therefore essential together with smart appearance and efficient handling of a myriad of tasks.

The successful applicant will have the ability to work on his/her own initiative and to prioritise effectively. He/she will also have good levels of stamina, loyalty and confidentiality, combined with a lively sense of humour.

The School has a computerised administration network and the standard Microsoft Office software package is used as well as a range of School Information Management System (SIMS) modules. We also operate a parent contact system: ClarionCall. Training on all these applications would be provided but prior knowledge would be an advantage but not essential.

Excellent ICT skills will be a prerequisite of the post.

The postholder will also support the SIMS Manager in all aspects of their role by maintaining accurate and up to date computerised and manual records for students and staff, including processing student applications and leavers.

The Department

The Office Administrator will provide administrative support as directed by Senior Management to members of the team. On a day to day basis, the Office Administrator is accountable to, and line-managed by, the School Office Manager. However, their deployment when not in the Office is directed by the SIMS Manager to assist with SIMS Administrative tasks.

Line Management

The successful Office Administrator will report to the Office Manager for the Office Administrator aspect of the role and to the SIMS Manager for the SIMS aspect of the role. The postholder will be based primarily in the School Office but may be deployed elsewhere for specific tasks. The postholder will deputise for the SIMS Manager from time to time and most particularly by covering their annual holiday periods to ensure continuity of service to the School. It is anticipated that the workload will be distributed as follows: 50% for the Office Administration and 50% for the SIMS Administration.

Practical Information about the Post

This is a full time position with office hours from 8.00am to 5.00pm with a half hour lunch break, Monday to Friday during the term time and the days either side of term beginning and ending. The term time lunch break is half an hour to take into account the shorter working hours during the school holiday period. During the school holiday period office hours are 9.30am to 4.00pm Monday to Friday with an hour’s lunch break.

The position offers 5 weeks’ holiday per annum. Holidays are to be taken during School holidays, which includes the 3-day period between Christmas and New Year when the whole School is closed.

The specific duties of this post holder involve will require dividing time between School Office duties assisting the SIMS Manager.

The following is an indication of the work you may be involved in:-

* Sorting and distributing post to pupils/staff.

* Pupil attendance on SIMs (twice daily).

* Coach bookings for school trips.

* Using SIMS database.

* Franking mail.

* Answering the telephone and greeting visitors.

* Corresponding with parents via the ClarionCall system.

* Photocopying, filing and general office duties.

* Monitoring and dealing with several office email in-boxes.

* Audio typing as required.

* Assisting with other tasks which are reasonably required for the post.

* Administration for and attendance at Speech Day (annual event, usually first Saturday in July).

* Administration for Carol Service.

* Administration for end of term prize-giving (3 times per year).

SIMS Administration

* Update and maintain student and staff records.

* Enter assessment data accurately e.g., St Catherine’s Assessment Grades; Current Working Grades.

* Create and maintain reports.

* To manage and develop the school report system and procedures.

* Ensure student review/report data is collected, collated and distributed in accordance with the school schedule.

* Create and manipulate excel spreadsheets.

* Collect, collate, analyse and evaluate information, ensuring accuracy of data, and produce reports and information as required for distribution to staff, parents and pupils.

* Undertake the administration of complex data procedures.

* Prepare data for analysis by senior staff.

* Provide administrative and organisational support to other staff.

* Train and develop staff as appropriate in relation to data.

Resources

Operate relevant equipment and complex ICT packages e.g., SIMs & EduLink
Monitor and manage stocks of stationery and office equipment consumables within resources area, including advance planning to ensure sufficient supplies to meet requirements.
This list is neither prescriptive nor exhaustive.

A willingness to be flexible and adaptable is therefore a prerequisite as is a sense of humour!