Job Overview

Would you like to play a key, front-facing role in the life of our welcoming and friendly school? Grainville School is looking for a permanent, term-time only school administrator with immediate effect.  

This is a very varied opportunity where confidentiality and accuracy is key and no two days will be the same. You would be a welcoming face for our families, visitors and students and would play an integral role in the smooth running of all administration aspects of the school with medical duties. 

We are looking for someone who is a good team player, has excellent interpersonal and organisational skills, be able to prioritise effectively and is flexible in their approach. Experience of working within a school environment would be beneficial. 

Grainville is an inclusive school and is committed to the safeguarding and wellbeing of all students and young people. For more information or to arrange a visit please contact Jamie Sewrey, Business Manager at  Jamie Sewrey j.sewrey@grainville.sch.je  or 01534 822949. 

Job Purpose

• To be responsible for the effective running of the school office by carrying out general and receptionist duties. 
• To ensure a comprehensive, confidential, accurate and efficient medical service for all students and staff when appropriate. 

Job Specific Outcomes 1 of 2

• To be an additional point of contact in the school’s main office, dealing with a range of  enquiries, both face to face and over the phone, in a friendly and efficient manner. To ensure messages are taken accurately and passed on to the relevant department providing and accurate and efficient service. Receipt and handle funds for school trips and events. 
• Support a comprehensive range of office duties including printing, photocopying, filing, typing, opening and distributing of mail, as well as other general office duties as and when required. 
• Identify students with medical needs and highlight these with other staff where necessary. 
• Manage students’ daily medication. 
• Provide first aid assessment and treatment of students when required. Decide on actions to be taken in an emergency, including contacting parents/carers or ambulance service, providing first aid treatment where appropriate and ensuring that relevant medical information is relayed to staff. Issue medication following the school procedures and education policy guidelines. 
• Order/control medical supplies within the school. 
• Assist in booking staff on first aid courses and maintain the staff training log. 
• Liaise with the school nurse teams and coordinate and manage in school vaccination programmes. 
• Update and maintain the medical alert list for staff and students. 
• Add relevant notes to SIMS for medical events and update registers for students attending medical. 
• Undertake first aid and fire evacuation training. 
• Assist in coordinating school events (such as school walk and sports day) and school photographs. 
• Create ID badges for new staff and replacement cards for existing staff members when necessary. 
• When requested, assist with meeting preparations such as booking meeting rooms and arranging refreshments. 
• Contribute to the examination invigilation programme when required. Full training will be provided. 
• Support administration team with aspects of SIMS to ensure the school database is up to date for both students and staff. 
• Be aware of and comply with policies and procedures relating to safeguarding, child protection, health and safety, confidentiality, and data protection. 
• To participate in meetings and training and undertake any other duties requested by the Office Manager or Senior Leadership Team. 

Job Specific Outcomes 2 of 2

• Regular communication with staff, students, outside callers and visitors to the school. 
• Initiate dialogue with individual members of staff to elicit information to be incorporated into the whole school documents for example, staff contributions to letters and information to be included in letters home to parents. 
• Respond calmly and sympathetically to students coming to medical, contacting parents where necessary and arranging treatment as appropriate.  
• Maintain a firm but fair approach so that students return to lessons promptly missing as little of their education as possible. 
• Provide and receive medical information from students and staff, sometimes highly sensitive. 
• Recognise signs of abuse or neglect and pass on to the Designated Safeguarding Lead. 
• Respond to external and internal queries from staff, families and members of the public. 
• Maintain a polite and courteous manner at all times developing positive relationships with the admin team, other staff, students and regular visitors to the school. 
• Have the confidence and discretion to handle difficult situations, whilst maintaining a helpful attitude. 
• Assist in checking in visitors, ensuring safeguarding protocols are adhere

Qualifications

• Educated to GCSE level with good levels of literacy and numeracy

Technical Work Based Skills

• Understanding of Microsoft Office Suite / Office 365
• Some experience of using management systems. Knowledge of SIMS would be an advantage, but training will be given 

General skills / attributes

• Excellent administrative and secretarial skills
• Skills including minute taking and preparing letters would be desirable
• Be able to work on your own initiative and without supervision
• Must be a self-starter, motivated and have the ability to meet tight deadlines
• Have excellent organisational ability
• Be a team player with ability to interact with people at all levels and ability to prioritise heavy workloads
• Possess excellent interpersonal skills and be a good communicator and mediator.
• The ability to work accurately under pressure in a busy environment 

Experience

• Previous administrative experience
• Excellent communication skills with a diverse mix of groups and individuals