About LAE

Administrative Assistant (Academic)

Type of Position:Support staff
Subject:Administrative
Salary:GR4 £17,750 - £20,750 (£15,823 - £18,497 pro rata)
Start Date:August/September 2019
Closing Date: Midnight on the 18th June 2019

Administrative Assistant (Academic)

Job Title                     Administrative Assistant (Academic)

Reporting to              Business Director and Exams Officer and Data Manager

Location                    Stratford, Newham, London

Type of position        Permanent post or 1 year Fixed term, Term time plus 3 weeks

Hours   Normal working hours for this role are 40 hours a week from Monday to Friday. Evening and weekend working may occasionally be required.

Child Protection    All members of staff must comply with LAE’s Safeguarding & Welfare Policy.  If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety and welfare of our sixth formers, these concerns must be reported immediately in accordance with the policy.

The London Academy of Excellence is committed to the safeguarding and welfare of children and applicants must be willing to undergo child protection screening appropriate to this post, including checks with past employers and the Disclosure and Barring Service.

Job purpose

  • Undertaking administrative, financial and organisational processes within the school, primarily to support the academic team with student assessment data, exams administration, curriculum support, university admissions admin
  • Assist with ensuring the effective enrolment of students to the academy including data entry
  • Provide effective admin support for whole school events and processes
  • Provide effective exam support during internal & external exams, acting as deputy to exams Officer & data Manager where required
  • Provide effective academic admin support to members of SLT
  • Act as first aider
  • Undertake Telephone and Reception duties
  • Undertaking general office, reception and administrative duties where required

Key Responsibilities and core activities of the role

The person appointed will be required to work flexibly, both independently and within a team environment, and will be allocated a range of duties and responsibilities, including

Organisation
 

  • Contribute to the planning, development and organisation of support service systems/procedures/policies
  • Ensure office filing and document management is efficient and up to date.
  • Contribute to planning of curriculum services and assessment calendar
  • Contribute to event management of curriculum events such as Parents & Carers’ events, careers events and alumni events.

Administration
 

  • Assist with data entry and filing using both manual and computerised record/information systems
  • Assist with analysing and evaluating data/information and producing reports/information/data as required using Excel and MIS (Isams)
  • Undertake typing and word-processing and complex IT based tasks
  • Provide, administrative and organisational support to other staff as directed
  • Undertake administration of LAE procedures
  • Assist with data entry and processing of enrolment forms and data at the start of the year
  • Provide admin assistance to the Office admin team
  • Provide academic admin assistance to the Data & Exams Manager
  • Updating the Outlook School Calendar, room bookings and staff newsletter as required
  • Act as first aider at LAE
  • Assisting with administrative routines relating to orders, invoices, cheques, income, payroll and the receipt and distribution of goods and services when required
  • Produce and update diagrams, charts, presentations and Excel spreadsheets relating to all areas of activity, including curriculum related work.
  • Assist with registration and monitoring of independent study in the library

Resources

  • Operate relevant equipment/complex ICT packages
  • Assist with student enquiries
  • Assist with marketing and promotion of the school
  • Assist with reprographics and visual displays from time to time as agreed with the Business Director/Exams Officer & Data Manager

General

  • Comply with and assist with the development of policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
  • Be aware of and support difference and ensure equal opportunities for all
  • Contribute to the overall ethos/work/aims of LAE
  • Establish constructive relationships and communicate with other agencies/professionals
  • Participate in training and other learning activities and performance development as required
  • To assist in emergencies as required, including locating relevant staff, contacting emergency services and completing necessary documentation.
  • To attend relevant meetings and events on time
  • To keep abreast of developments and changes in fields relevant to role and communicate to staff as required
  • To assist in such duties and activities relating to any of the above areas appropriate to grade as the Business Director or Head Master shall from time to time reasonably require
  • To carry out any other reasonable duties, as requested by the Business Director or Head Master
  • To be aware of responsibilities under the Data Protection act for the security, accuracy and relevance of information held and maintained.
  • To treat all information acquired during the course of employment, both formally and informally, in strict confidence
  • To demonstrate a commitment to good customer care.
  • be a form tutor and provide pastoral guidance and support as part of the house system;
  • ensuring that all sixth formers observe LAE policies relating to dress, behaviour and other matters, and that they take proper care of LAE’s environment and resources;
  • contributing to the programme of co-curricular activities, which may sometimes require reasonable evening or weekend commitments, some of which will be offsite;

This job description is not exhaustive and will be reviewed at the end of the academic year or earlier if necessary. It may be amended at any time. This job description is not exhaustive but is a guide to the main functions and responsibilities of the post. It is subject to constant review in the light of changes and development at LAE.

The post holder may be asked to undertake such duties as may be properly delegated following discussion. The post holder will be expected to work independently although supervision will be available in the event of a problem.
Person specification

Essential professional criteria

How these will be confirmed

Be educated to a good standard at GCSE /Apprenticeship/BTEC level or equivalent

Sight of original exam certificates / academic qualifications will be requested.

Recent and relevant experience of undertaking administrative duties in a work environment

Confirmation of former relevant employment will be requested.

Good general ICT skills with Recent experience and knowledge of using Microsoft Office: Outlook (email and diary), Excel, Power Point, Word and the internet

 

There will be opportunities at interview to discuss experiences and examples that demonstrate these.

Referees will also be asked about these qualities.

Some experience in a secretarial or admin role, and experience of supporting senior management

 

Can be trusted with confidential information.

Attentive to detail and accuracy.

Tidy, organised and methodical with experience of organising meetings and keeping to deadlines

 

Able to meet deadlines, and work under pressure of time constraints.

Ability and willingness to follow instructions

Self-motivated and enthusiastic about working independently, but also enjoy working in a team and contributing to the success of a shared endeavour.

A “team player” who is able to effectively communicate with staff and students.

Experience of working successfully in a team

 

Friendly, motivated and smart.

 

Evidence of ongoing personal and professional development

 

 

Interview questions will explore applicants’ attitudes and knowledge of this.

Referees will also be asked about this. Any relevant issues arising will be discussed with applicants.

Applicants are likely to be asked to take an excel  skills test and an accounting skills test

Applicants may be asked about:

  • their relevant skills and experience
  • their understanding of confidentiality
  • their understanding of, and enforcing of, professional boundaries between young people and members of staff
  • their attitudes to the use of authority and maintaining discipline
  • their willingness and ability to work flexibly and uphold the ethos of LAE

Desirable professional criteria

How these will be confirmed

Undergraduate degree or equivalent.

Sight of original exam certificates / academic qualifications will be requested.

Experience of:

 

  • working in a similar role within the education sector
  • working with Access Dimensions or similar school finance system
  • Working with educational Management Information Systems (for example, SIMs, Facility, Isams)

 

Confirmation of former relevant employment will be requested and / or there will be opportunities at interview to discuss experiences and examples that demonstrate these.

 

 

 

 

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