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Opportunity | School Receptionist / Administration / Admissions Assistant

Term Time Only

Reports to: School Lead 

Hours: Full Time position: 8am - 4pm, Monday - Friday | 35 hrs per week, with 1 hour unpaid break). Term Time Only

Salary: Pro rata’d salary for term-time only role:  £14185.50 | (FTE £19110 pa)

Type of salary:Fixed term 1 year with scope for extension

Deadline for applications: Open until filled

Start Date: 25.08.23 (or when all necessary checks and training are completed)

 

Reporting directly to the School Lead, you’ll support all aspects of Administration and Admissions within our lively School environment. This is a dynamic and varied role where you’ll have a mix of your own responsibilities and being a key-player in the day to day running of the School. 

 

Some of your wide-ranging responsibilities include handling and coordinating the admissions process, helping with queries from parents (you are their first port of call) pupils and staff; supporting the School’s marketing function, assisting with events and generally ensuring the smooth running of the admin function. The role is extremely varied and encompasses a myriad of tasks, so no day is ever the same. 

 

About You 

You’ll become a passionate advocate for New School and our ethos of an holistic and creative education - combining a genuine commitment to exceptional customer service with a strong aptitude/interest in sales/marketing and excellent administrative and organisational skills. You’ll be confident, adaptable and able to remain calm and approachable in a busy, multi-faceted working environment. As a self-starter, you’ll be willing to learn and understand the different requirements of the role, and be committed to providing an excellent service to staff, parents, pupils and prospective families. 

 

The role would suit someone with experience in school administration support, but equally is ideal for someone with administration and customer-focused/sales experience who is keen to take on a varied and interesting role in a rewarding and creative place to work.

 

About Us 

New School is an independent Steiner Waldorf school. We offer an inspiring and creative education based on the needs of the whole child - academic, physical, emotional and spiritual. Our distinctive, international curriculum integrates arts and academics into a rich, balanced education that ignites a lifelong passion for learning. 

 

We are a small school by design, with a highly-dedicated staff team, supportive families and a strong community spirit. As a pioneering bunch we have an irrepressible spirit and enjoy rising to the challenges and celebrating the joys that a young School brings. Our staff are at the heart of our success and we have a strong culture of collaboration where staff are valued and your input, enthusiasm and talents will be welcomed and appreciated. You’ll have the support and guidance of the School Business Manager and School Lead. 

 

We are a UK Steiner Waldorf School Fellowship Associate School and are fully independent. Please visit our website at www.newschoolcanterbury.co.uk to learn more about the School. 

 

How to apply Please feel very welcome to discuss the post with Beth Cuenco by emailing beth@newschoolcanterbury.co.uk

 

If you are interested in progressing with an application, please take a look at the Job Description and Person Specification (below)) and complete the Application Form as soon as possible. Applications will be accepted until the role is filled. 

 

New School Canterbury Is committed to safe and fair recruitment:

 

New School Canterbury is committed to Safeguarding and welfare of all children. All employees will be vetted for suitability to work with children and young people, and all appointments will be subject to the following:  Satisfactory DBS check  Satisfactory references  Proof of eligibility to work in the UK

 

ENHANCED DBS CHECK:

All posts defined as “regulated activity” are subject to an Enhanced DBS check so that any criminal background (including “spent” convictions, bind-over orders or cautions) is disclosed to the organisation. We cannot employ someone to this post without this check. If you are successful in applying for this post we will ask the DBS for a Disclosure.

 

The position for which you are applying involves contact with vulnerable groups. It is exempt from the Rehabilitation of Offenders Act 1974 and all subsequent amendments (England and Wales). For this position you are not entitled to withhold information about police cautions, bind-overs, or any criminal convictions that would otherwise have been considered “spent” under the Act.

EQUAL OPPORTUNITIES:

New School is an equal opportunities employer that values diversity in our team. We welcome applications from suitably qualified people of all backgrounds, and will consider all applications on their merit, ensuring a range of methods and people contribute to an impartial selection process.

 

 

DATA PROTECTION:

In accordance with the Data Protection Act 1998, this organisation will only use the information given on this application form to determine your suitability for this post and to monitor equal opportunities. We will keep application forms of unsuccessful candidates for six months before being destroyed.

Job Description: Administration & Admissions Officer Responsible 

 

The position reports to the School Lead and is accountable through them to the Board of Trustees. 

 

Core Responsibilities 

The role involves all aspects of School administration and admissions, and works closely with the School Lead to ensure the smooth running of the School. 

 

Duties and responsibilities include: 

 

Administration/Operations

  • Supporting the School Business Manager and School Lead in the effective day to day management of the School's administrative systems and procedures 

  • Contributing to the planning, development and organisation of administration and recordkeeping systems, procedures and policies to maximise efficiency, accuracy, and professionalism 

  • Maintaining and updating centralised attendance figures, pupil and employee records and other records as required, ensuring all records and documents are up to date and filed appropriately. This includes overseeing and updating the Single Central Register. 

  • Reporting on school data as required, both within the School and to external bodies

  • Assisting with various administrative tasks and duties, using word, excel, outlook email and the school database systems. (training will be provided)

  • Keeping the office organised, tidy and paperwork and data filed appropriately

  • Maintaining the strictest levels of confidentiality and adherence to data protection in line with School policies. The role requires regular handling of sensitive personal data. 

  • Support the School Lead with ensuring that all employee files are to date (including references, checks and DBS before employment, inductions, ongoing appraisals and training, back to work conversations and necessary risk assessments). 

  • Support the School Lead with the induction process for different categories of staff  

  • Being responsible for collating information of accidents and near misses for our weekly H&S meetings and for ensuring first aid kits are restocked. (training given if necessary). 


 

Customer Focused Duties

  • To act as the first point of contact for the school: welcoming visitors and responding to telephone and email enquiries in a helpful and constructive manner and ensuring that appropriate actions are taken in a timely manner.

  • Ensuring front line enquiries from staff, pupils, parents and visitors are dealt with promptly and professionally. Handling these where possible, or directing to the appropriate person

  • Ensuring the safety and security of the school at all times, making sure that the front gate is locked and entry to the premises controlled. Ensuring that all visitors sign in and take a visitor badge where necessary. 

  • Communicating with parents regarding all aspects of school life, receiving and passing on information, between parents and teachers, including phoning parents to ascertain reasons for pupils’ absence.

  • Maintaining the School diary and arranging meetings between parents, staff and external agencies 

  • As a member of the First Aid Team, administering minor first aid, primarily to pupils, but also to staff, parents and visitors as required, and recording and reporting these in line with School policies. 

  • Ensuring the reception area of the School remains organised and tidy throughout the School day, and ensuring communal areas of the School are tidy and presentable to visitors 

  • To act as one of the fire marshals. Training will be given.

 

Admissions and Student Recruitment 

  • Working with the Teachers, School Lead and School Business Manager to support admissions and student recruitment activities and events 

  • Implementing the School’s Admissions Procedures including overseeing the management of the Admissions Register, ensuring that all necessary information is collated and recorded correctly. 

  • Working with the School Lead to develop and enhance marketing and recruitment activities

  • Developing an understanding of the School’s brand values and ethos and ensuring these are appropriately reflected in all admissions activities

  • Handling and coordinating the admission process of pupils from first enquiry to pupil registration.

Purchasing & Finance

  •  Ordering teaching and other supplies in line with the School’s purchasing policies and procedures; keeping appropriate records/receipts and managing the system for delivery, checking and distribution of deliveries to staff ; ordering and organising office supplies 

  • Organising collection of incidental parent payments (trips etc.) and ensure accurate recording and processing 

  • Handling and administering Theatre and Yurt Hire enquiries, including showing those who might potentially hire our spaces around 

 

Events Support 

Administration has responsibility for supporting  all events and functions at the school, which includes administrative elements as well as attending events, some of which are held during evenings or at weekends. You may be required to attend these as part of the role, with reasonable notice, outside core hours. 

 

Legal/Compliance

  • To help maintain day to day security and safety of the building and grounds, ensuring parents, visitors and independent contractors follow the School’s safeguarding procedures

  • To deputise as the responsible person for fire evacuation and emergency response in the absence of the School Lead. 

  • To develop an understanding of, and work within, the School’s compliance and legal obligations 

  • To be aware of, operate within and support with updating the School’s policies and procedures and their implementation-  including the Safeguarding and Health and Safety policies 

  • To uphold the School’s commitment to safeguarding children and young people 

 

General

  • Liaising with outside agencies where required; and working effectively with teaching and support staff, Administration and the Board of Trustees

  • To review and reflect on your own practice and take part in the appraisal of your own work performance

  • To attend meetings as required 

  • To support the School’s ethos, principles and objectives, and actively contribute to whole-school activities and development 

  • To undertake appropriate study and training as necessary both for the effective fulfilment of the role and to advance the school’s ethos, principles and objectives; including participating in Inset days during school holidays or weekends as required. 

  • Any other duties reasonably requested by the School. 

 

The job description is current but liable to variation to reflect or anticipate changes in the requirements of the post. 


 

Person Specification 

Administration & Admissions Officer Essential Experience 

 

  • Experience of working as in a school administration support role OR Administration and customer-focused/sales experience

  • Experience of delivering exceptional customer care 

 

Skills /Aptitudes

  • A genuine commitment to exceptional customer service 

  • Excellent administrative and organisational skills 

  • A strong aptitude/interest in sales/marketing which you are keen to develop in role

  • Exemplary communication and interpersonal skills

  • To be a committed advocate of New School at all times in your professional capacity as a member of staff

  • A highly-motivated, proactive self-starter, willing to learn and understand the different requirements of the role 

  • A genuine interest in Steiner education and the ethos of an holistic and creative education 

  • Confident, adaptable and able to remain calm and approachable in a busy, multi-faceted working environment with competing demands

  • Good standards of English and Maths to produce accurate and high-quality documents and records

  • Proficiency in common word-processing/email/spreadsheet applications and the ability to quickly learn and use new data systems as required

  • The ability to undertake normal Administrative duties

  • A committed, responsible and reliable individual with excellent attendance and punctuality

  •  An understanding of the importance of confidentiality and personal high standards in maintaining this

  • Ability to work in a small, close knit team and to work with colleagues across the School 

  • A willingness to play a full part in the life of the School to support its mission and ethos

  •  A warm, open and friendly personality 

  • Suitability to work with children and a satisfactory enhanced Disclosure Barring Service check, and a real commitment to safeguarding children and young people

  • Candidates from abroad will be asked to provide criminal records clearance from countries of residence, as well as evidence of eligibility to work in the UK. 

 

Desirable

  • Training, knowledge or awareness of Health & Safety and /or safeguarding and child protection 

  • Current Paediatric First Aid certificate or first aid training 

  • Previous knowledge/experience of working in School Administration

  • Knowledge and understanding of Steiner Waldorf Education

For any further information please contact:
beth@newschoolcanterbury.co.uk

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