Job Overview

• Contribute to the overall ethos/work/aims of the school
• Establish constructive relationships and communication with all staff and pupils of Grands Vaux School
• Establish constructive relationships and communication with other agencies/professional partners
• To provide a warm welcome to all visitors, staff and parents/carers of the school
• To communicate information effectively and appropriately to students, parents, staff, and/or other agencies
• Interact with all visitors/ parents/ children and staff members appropriately at all times, face to face, on the telephone, by email etc
• Be sensitive to all situations with children, parents, visitors and staff – acting in a respectful and confidential manner
• To provide secretarial and administrative support to the school staff
• Manage manual and computerised record/information systems
• Analyse and evaluate data/information and produce reports/information/data as required
• Recognise own strengths and areas of expertise and use these to advise and support others
• Participate in training and other learning activities and performance development as required
• Develop office systems that delivers and meets the needs of the school
• Ensure that ‘front of house’ is a professional and welcoming reception for all visitors and parents and all visitor checks and health and safety processes are in place to monitor entry in and out of the building

       For further information or an informal discussion please contact Maris McCall - m.mccool@grandsvaux.sch.je

Job Purpose

• Support the School Business Manager to maintain the school’s Single Central Record in respect of the Disclosure and Barring Service
• Ensuring that DBS checks are carried out where required
• Manage the induction process for new children and families
• Be responsible for all administration arising from staff absence
• Be responsible for recording, monitoring and submitting overtime and other subsistence claims
• To support the broad array of services provided to students, parents/carers, instructional and support employees
• Ensure efficient and effective management of the School Office
• Supervise the day-to-day work of the administrative function of the school office
• Contribute towards the planning, development and organisation of the support service systems, procedures and policies
• Manage, supervise, train and develop administrative staff as appropriate
• Manage school licences and insurances
• Assist in the organisation of school trips/events in cooperation with other staff. To ensure that staff and external providers (e.g. coach companies) have completed all associated risk assessments

Statutory Responsibilities

• Be committed to the safeguarding and promotion of the welfare of children and young people
• Comply with the policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person
• Ensure that all duties and services provided are in accordance with the School’s Policy Documents.
• To comply with individual responsibilities, in accordance with the role, for health and safety in the workplace
• Take appropriate action to identify, evaluate and minimise any risks to health, safety and security in the school working environment
• Ensure secure systems in place for key holder aspect of role – keys for premises, office files and the office safe
• To ensure compliance and accuracy with financial, legal and administrative requirements
• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
• Support the data protection officer with ensuring data protection compliance and helping the school community understand how to comply with data protection law
• Oversee and organise the management of admissions procedures in line with CYPES criteria and policy
• To participate in the performance and development review process, taking personal responsibility for identification of learning, development and training opportunities in discussion with line manager

Budgetary Responsibility

• Maintain manual and computerised financial records
• Be responsible for financial administration such as placing orders, invoicing, preparing cheques, issuing receipts etc
• Assist the Headteacher and the School Business Manager in the preparation and monitoring of the budget, and advise on any important budgetary considerations
• Produce and evaluate financial reports as required
• Deal with budget queries, advising on solutions where appropriate
• Undertake monthly reconciliation of finances
• Complete and submit financial returns
• Provide assistance to external auditors with the preparation of end of year accounts
• Be responsible for the security of unused cheques and other controlled stationery
• Helping to ensure the school is following ‘Best Value’ procedures
• To supervise the preparation of school monies and make appropriate arrangements for banking
• Be responsible for issuing of invoices and collection of monies due to the school
• Ensure preparation of orders, check full receipt, ensure payment of goods and services
• Undertake administrative tasks relating to licences held by the school
• Be responsible for filing, security and retrieval of financial data, including weekly and termly backup of computerised records
• Ensure all financial administration is carried out in accordance with appropriate EFA and school financial regulations and policies
• Be responsible for maintaining the school inventory
• Continually evaluate all finance systems to ensure they are effective and efficient

Person specification

• A commitment to getting the best outcomes for all Grands Vaux pupils and promoting the ethos and values of the school
• A commitment to getting best value for money for the Government of Jersey
• Ability to work under pressure and prioritise effectively
• A superb set of organisational skills ensuring advanced preparation is the norm
• Commitment to maintaining confidentiality at all times
• Commitment to safeguarding and equality
• Willingness to undertake training, possibly off site and to attend meetings required to satisfactorily carry out the above requirements

Knowledge

• The ability to work on own initiative, but also as a member of a team.
• A firm and resilient character.
• Physically fit.
• Good communication skills.
• Ability to maintain a good working relationship with teachers, parents and children, and outside agencies accessing the school premises.

Technical Work Based Skills

• Extended experience of operating CYPES IT packages incl Connect Suite
• Efficient working knowledge of Microsoft office software – Word, Excel, Outlook
• Undertake work processing and complex IT based tasks
• Provide personal, administrative and organisational support to other staff

General skills / attributes

• The ability to work on own initiative, but also as a member of a team.
• A firm and resilient character.
• Physically fit.
• Good communication skills.
• Ability to maintain a good working relationship with teachers, parents and children, and outside agencies accessing the school premises.
• Ensure the office is kept tidy, organised and in good order at all times, making sure there are sufficient office resources available

Experience

• Ideally experience of operating CYPES IT packages incl Connect Suite
• Efficient working knowledge of Microsoft office software – Word, Excel, Outlook