Administration Assistant
*Please complete an application form which you can find here: https://www.vaseacademy.co.uk/about\-us/vacancies and return to recruitment@vaseacademy.co.uk*
Job Title: Administration Assistant
Salary: £13 per hour. 20 Hours a week spread across 5 days a week.
Hours: This year\-round position involves working 20 hours per week across five 4\-hour days and includes 28 days of annual leave (inclusive of bank holidays) that must be formally booked and approved in advance.
Line Manager: School Business Manager and Senior Administrator.
Main Purpose:
To assist with the smooth running of the main school office in an Alternative Provision environment. To provide high\-quality administrative support directly to the School Business Manager and Senior Administrator. To foster a strong, supportive team ethic across the school while assisting with pupil administrative needs, school events, and day\-to\-day operations with professionalism and empathy.
Duties and Responsibilities
- Serves as an administrative assistant to the School Business Manager, Senior Administrator and Senior Leaders.
- Performs highly responsible administrative, secretarial/clerical, and office functions; assisting in arranging and coordinating department tasks and activities.
- Assisting with daily administration of medication to pupils as required, ensuring parents/carers are contacted when medication is running low in a timely manner.
- Monitors school email (contactus@vaseacademy.co.uk), ensuring relevant emails are forwarded to correct departments in a timely manner.
- Checks school email for staff absences, notifies line managers, and logs absences on the MIS System (ET\-AIMS).
- Assists and supports the Attendance Lead with all attendance and admissions administrative duties and responsibilities.
- Performs functions related to pupil enrollment and preparing material/records for school leavers under the guidance of the Admissions/Attendance Lead.
- Generates daily late pupil reports and distributes them to the Attendance Lead.
- Generates staffing reports as and when required by the Office Manager.
- Deals with administrative enquiries and assists pupils, parents/carers, and outside agencies according to office systems.
- Arranges transport for pupils who attend offsite provision.
- Deals with internal and external telephone calls, filtering calls, taking messages, or redirecting calls as required.
- Receives and accepts deliveries according to office procedures and ensures security procedures are followed.
- Handles the distribution of post, deliveries, and supplies to relevant departments, including management of pigeon holes for SLT, Middle Leaders, and Teachers.
- Makes phone calls to parents, outside agencies, and the LEA following all office procedures on confidentiality.
- Supports teaching/learning leads with the production of newsletters, school reports, and letters for parents/carers and external authorities.
- Undertakes word processing of letters, memos, reports, documents, records of achievement, schemes of work, and certificates.
- Undertakes general clerical tasks (emailing, filing, photocopying, collating).
- Prepares and inputs data via the school's MIS system (AIMS) and utilizes output reports for office operational functions.
- Organizes parents' evenings and books meetings via telephone and the AIMS MIS system.
- Manages and maintains all school copiers and supplies.
- Assisting with daily administration of medication to pupils as required, following school guidelines.
- Manages First Aid and Medical room resources, carrying out regular checks of First Aid stocks.
- Orders stock for First Aid grab bags and the medical room as required under the supervision of the SBM.
- Follows the school's Medical and First Aid policies and procedures at all times.
- Manages petty cash for the school in line with financial procedures and policies.
- Raises school orders for resources termly, negotiating with suppliers to ensure best value.
- Ensures all orders are scanned and filed in the relevant folder.
- Receives and distributes ordered goods to correct departments across the school.
- Processes staff expenses (such as mileage and receipts) for the finance department.
- Performs any other administrative duties commensurate with the finance role as requested by the Head Teacher and School Business Manager
- Assists with the distribution of invites via email, SMS or Post.
- Organizes refreshments and assists with preparations such as signage, furniture, and event programmes.
CRITERIA
QUALITIES
Qualifications and training
- GCSE/A\-Level qualifications (A\-C English and Maths)
- Essential: School Administration experience
- Educated to Business Diploma level (Desirable)
- Working knowledge of processes, procedures, and systems within schools or educational settings
- Experience in customer service and secretarial/clerical Environments
- Previous experience working in an environment with young people
- Advanced written and verbal literacy skills
- Skilled user of Microsoft Office packages (specifically Word and Excel)
- Ability to plan and organize own workload and manage conflicting priorities
- Discrete, confidential, and professional working approach
- Embraces and engages in new ideas, ways of working, and positive change
- Copes well with change and handles ambiguous or unclear situations
- Empathetic to others facing change and helps build their confidence
- Works collaboratively with others to solve problems
- Works flexibly and is happy to assist staff and pupils
- Focuses on improving team performance while meeting personal goals
- Builds strong relationships with colleagues and families
- Shares knowledge, expertise, and best practices with others
All staff are expected to follow the guidance and expectations of the Staff Code of Conduct and school policies and procedures as outlined in the Staff handbook.
The school will endeavour to make any necessary reasonable adjustments to the job and the working environment to enable access to employment opportunities for disabled job applicants or continued employment for any employee who develops a disabling condition.
This job description is current at the date shown but, in consultation with you, may be updated and changed by your performance manager, in agreement with the Headteacher to reflect changes to the job commensurate with the grade and job title.
Last review date: September 2026
Next review date: September 2027
*V.A.S.E. The academy is committed to safeguarding and promoting the welfare of children and young people and expects all its staff and volunteers to share this commitment.*
*All post holders are subject to a satisfactory enhanced Disclosure \& Barring check.*
*Ensure that all duties and services provided are in accordance with the School’s Equal Opportunities Policy.*
*The Governing Body is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share in this commitment.*
*In accordance with* *Keeping Children Safe in Education (KCSIE)* *guidance, the Academy performs standardized online and social media searches for all shortlisted candidates to evaluate their suitability for working with children. This transparent process focuses exclusively on identifying public information relevant to* *safeguarding* *and* *professional standards**, allowing the Academy to address any potential concerns during the interview. All checks are conducted consistently to uphold data protection principles and ensure equal opportunities for every applicant.*
Pay: From £13\.00 per hour
Expected hours: 20\.0 per week
Work Location: In person
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