Category: Business Administration
Qualification: Level 3 Business Admin
Sector: Business Administration
Location: Eastern Ave, Ilford IG2 7SS
William Torbitt Primary School
Apprentice Receptionist / Administrator
William Torbitt Primary School is a school that lies at the heart of the community, where the children’s learning is paramount, and the learning of the whole school community is highly valued and encouraged. There are high expectations of staff as well as pupils, and a continual striving for excellence.
They believe that when children feel valued, safe and are well-supported and appropriately challenged, they make good progress and achieve well. To this end, William Torbitt work hard to ensure there is very much a family feel, even though they are a large primary school. It is also their belief that children achieve most when the home and school are working together, so they see parents/carers as partners in their education.
• To be an ambassador for the school when meeting parents and other visitors and to act as a first point of reference when people arrive
• To provide secretarial, clerical and administrative support to the Headteacher, Office Manager and School Business Manager
• Contribute to the overall ethos/work/aims of the school and meeting the needs of the children
• Be aware of and support difference and ensure equal opportunities for all
• ‘Model’ excellent professional relationships with children, parents and other professionals in the school
• Provide an excellent administrative service to all sections of the school community regardless of race, sex, background or age
• Perform Receptionist duties throughout the school day: acting as first point of reference for, receiving callers, children, parents, visitors and telephone enquiries.
• Offer helpful, friendly, approachable and professional service at all times and take appropriate action on own initiative, resolving minor matters, referring more serious matters to appropriate member of staff.
• Adhere to school procedures and ensure that staff receive messages (telephone, email, fax, face-to-face) promptly and accurately.
• Maintain notice boards, update timetables/rotas, distribute weekly newsletter, sort and distribute mail.
• Provide general confidential secretarial service to Headteacher, Office Manager and other staff, to include word processing, correspondence, reports, references, mail, diaries, appointments and meetings, maintain general and confidential filing systems, provide hospitality as required
• Checking goods, return unwanted items, arrange repair/servicing
• Maintaining well stocked cupboards for staff day to day resources
• Assist with paperless methods of communication by sending out emails and post the newsletter onto the website. Photocopy and send out letters.
• Maintain high standards when managing confidential information, complying with the school’s data protection procedures and legal requirements at all times
• In conjunction with Office Manager, Headteacher and Safeguarding Officer work with stakeholders in order to promote good attendance and to achieve attendance targets
• Follow school attendance procedures
• Support Office Manager to monitor registers and on a daily basis, call families where children are absent and send absence/lateness letters to parents with support from the school business manager as appropriate
• Show new teaching staff how to fill in registers correctly
Information Communication Technology
• Maintain spreadsheets designed by the Senior Leadership Team, Office Manager or Business Manager
• Maintain effective administration in the absence of the Office Manager
• Produce letters as requested by the Headteacher
• Comply with policies and procedures covering child protection, health, safety and security
• Contribute to safeguarding the welfare of children in the school
• Maintain the security of property in a way that is consistent with your organisation’s procedures and legal requirements, reporting any concerns about safety and security to the appropriate person
• Maintain the visitors log book and ensure all visitors and contractors can be identified by wearing clearly visible badges
• Provide pupil data, including admissions and leavers
Accountability, Performance and Line Management
• Regularly review own practice, set personal targets and take responsibility for own personal development
• Take responsibility for your work, encourage and accept feedback from your colleagues and your line manager and respond to or adapt to change as required
• Take an active part in the Performance Management process with your line manager, sharing your success stories as well as your challenges
• Keep an up to date professional portfolio (CPD file)
• Continue to learn and develop as a professional, completing induction, attending relevant training to update knowledge and skills, enhancing qualifications
• Model high professional standards and be a responsible and effective member of staff, attending regular meetings with Head Teacher and Office Manager as appropriate
• Appreciate, respect and support the role of other professionals
• Undertake such other duties as directed and required from time to time
• Business Administration (Level 3)
• English and Maths Functional Skills (If Required)
• 13 months
• Friendly and approachable
• Be professional when dealing with parents and school visitors
• Good communication and telephone skills
• Be diligent and consistently follow safeguarding procedures
• Flexible and show initiative
• Attention to detail
• A team player
• Willingness to learn
• Well organised
• 36 hours per week
• 8.45 – 4:45pm
• 45min lunch break
• Term time only
• £7,968 yearly salary
• A majority of the day will be spent at a PC, using photocopiers and answering the telephone.
• William Torbitt is a 3-4 form entry school in Newbury park with good transport links.
• You’ll be working in the school office.
• To train and support the candidate to enable them to apply for other office roles; both in schools and in business.