Senior Administrator Common Room

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Job description

Senior Administrator (Common Room)

Location: Brighton, BN2 0AL

Salary: £19,800 - £23,000 per annum

The College is seeking to appoint a Senior Administrator (Common Room) on a fixed-term maternity cover contract, expected to start mid-January 2025 and end in January 2026.

The College is looking to recruit a confident communicator with strong administration skills to work in the fast-paced environment of the College's Common Room. This position provides secretarial and administrative support to academic staff and is vital to the fulfilment of various school functions, including collating pupil reports, recording key meetings, managing school trips and coordinating parent communication.

General Duties and Responsibilities

• General secretarial duties, some of which are of a confidential nature, and dealing with general phone enquiries.
• Liaising with the Second Master in co-ordinating the completion, printing and distribution of pupil internal flags, progress grades, short reports and long reports by subject teachers, House Masters/Mistresses, SMT, and the Head Master.
• Taking and distributing minutes for weekly Common Room morning briefings, after school House Masters/Mistresses meetings, and Common Room AGM meetings.
• Budget holder for two budgets; responsible for submitting budget bids, approving invoices, and allocating spend to relevant budget.
• Organising mail outs and producing parental address labels for the Blue Book, and various other labels throughout the term for HMMs, from the central database (iSAMS).
• Co-ordinating the systems involved in the management of school trips.
• Providing support to the Admissions department as required.
• Assisting with Parents' Evenings as required.
• Producing routine lists e.g. staff lists, term dates and house fire registers.
• Organising termly ECT conferences in liaison with the Head of Professional Development and Deputy Head (Common Room).
• Providing support to the Deputy Heads and Exams Office as required, such as ensuring all appropriate start of term data has been completed and collected from pupils.
• Ordering and maintaining stationery supply.
• Using mail merge to create teacher badges and pupil guide labels for Open Morning.
• Ensuring all pupil contact detail information is compliant, by updating iSAMS throughout the term i.e. form submissions, user update requests, and ad hoc email requests.
• Any other reasonable management request

Person Specifications
The successful candidate will have experience in the following areas:

• Excellent communicator and team player.
• Dynamic and pro-active approach; ability to work under pressure and take initiative.
• Ability to deal with teaching staff in a fair, firm and consistent manner.
• Self-disciplined and with excellent time management skills to work to deadlines.
• Excellent English with a sharp eye for detail.
• Flexibility: you will be expected to work some evenings in order to minute staff meetings.
• Respect for the confidential nature of some aspects of your work.
• Ability to maintain an overview of complex systems.

Technical Skills:

• Strong working knowledge of Word (including the ability to do mail merges) and Excel (essential).
• Minimum of 45wpm (essential).
• Minute taking (essential).
• Knowledge of all Microsoft packages such as Power Point and Publisher (desirable).
• Previous experience of working with databases (desirable).
• Previous experience of working with iSAMS or a different School timetabling database (desirable).

Hours of Work
Monday to Friday, 8:30am to 5:00pm with a 60-minute unpaid lunch break (37.5 hours per week). This is a term time (35 weeks) plus three weeks (38 weeks total) appointment.
This is a fixed term maternity cover role, expected to start mid-January 2025 and end in January 2026.

Holidays
Holiday entitlement is included in the salary for this role. All holiday is to be taken outside of the working weeks.

Benefits

• Contributory pension scheme with matching contributions from the employer up to 9%, which all eligible employees will be automatically enrolled into within three months of commencement of employment.
• Life Cover is provided whilst working at the College after successfully passing probation period.
• Complimentary lunch is provided.
• Free tickets to the College's music, dance and drama performances.
• Job specific learning and development programme available to all employees.
• Employee benefit and rewards platform with a wide range of discounts, employee benefits

Safeguarding responsibilities:

• This role will involve daily contact with pupils and you will be engaging in regulated activity relevant to children.
• All staff have a responsibility for promoting and safeguarding the welfare of children and young persons for whom you are responsible and with whom you come into contact.

To Apply

If you feel you are a suitable candidate and would like to work for the College, please click apply.

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