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School Secretary and Admissions Registrar

Oaklands School

School Secretary and Admissions Registrar

£24000

Oaklands School, Woodhill, Milton Keynes

Full time
Permanent
Onsite working

Posted 2 weeks ago, 4 May | Get your application in now before you miss out!

Closing date: Closing date not specified

job Ref: 7f3a93b98c434a838b24e41e4d9f7563

Oaklands School

Full Job Description

General:

To ensure that the office offers a welcoming environment for parents, visitors, staff and pupils.

To deal with enquiries from parents, staff and pupils as promptly as possible.

To contact parents and outside agencies as necessary.

To answer the telephones in a personable and welcoming manner.

To arrange appointments as necessary.

To deal with incoming correspondence and e-mails.

To post external correspondence, as required.

To collect post from Head Office and distribute.

To type letters, documents and promotional literature as required.

To use the IT systems and help keep the Engage database up-to-date.

To record and file information, in strict confidence, when required.

To attend meetings, taking notes and writing minutes as required.

To photocopy and file relevant documentation.

To report any faults and order ink cartridges for the photocopier, as required.

To assist with first aid for children and complete accident forms, as required.

To ensure that first aid forms, folders and log are up to date.

To administer medicines as required in accordance with parental consent.

To ensure that allergy badges are distributed to children, as required.

To oversee prefect duties on a daily basis.

To ensure that the noticeboards are updated, as required.

To help carry out fire drills, as required.

To oversee one parents evening per year.

To assist with the school archiving.

To liaise with the maintenance and cleaning teams.

To ensure that all work, communication and demeanour conforms to Oak-Tree brand values.

To be vigilant throughout the school day with regard to visitors entering and leaving the site, including signing in visitors.

To promote equality of opportunity and anti-discriminatory practice.

To comply with Child Protection procedures and report any concerns immediately to the relevant person.

To follow Health and Safety procedures and report any concerns immediately to the relevant person.

To follow the school's Data Protection Policy.

To oversee the school's admissions process from fielding the first enquiries to generating offers and to be the main point of contact for all prospective families.

To work with the Headmistress, Office Manager and Head Office Management Team to market the school, including the preparation of promotional literature and materials.

To attend and help lead school open events, including putting together welcome packs with help from the Group Marketing Team.

To ensure that all enquiries and registrations from prospective families are followed up immediately and that all information, including from Registration Forms, is entered onto Engage.

To make appointments for tours, taster sessions and interviews in conjunction with the Headmistress's PA and electronic school diary.

To organise the administration of entrance examinations and taster sessions at each level.

To liaise with the SENDCo if required to arrange additional assessments.

To make formal offers to prospective pupils for places when directed by the Headmistress.

To ensure that all admissions forms are completed fully and in accordance with the school's admissions procedures.

To enter details onto Engage from Acceptance and Medical Forms.

To liaise with Sarah Sheers about new pupils with medical needs at the point of acceptance so she can then follow up medical needs with parents.

To liaise with feeder schools to organise the receipt of new pupils' records and files, and to pass them to the relevant internal parties before filing.

To enter all new pupils onto the Admissions Register and keep electronic backups each month.

To oversee all administration relating to pupil starting arrangements, including home visits, tea parties and visits to the school.

To create pupil files for new starters.

To maintain the roll/admissions monitoring sheets, including waiting lists, and to keep the Head Office and school leadership teams updated during weekly meetings.

To update and maintain accurate class lists.

To organise the annual Admin Rollover at the end of each academic year.

To provide support for Head of EYFS and be their first point of contact for administration.

To liaise with the EYFS team and arrange 'Meet the Teacher' for EYFS pupils.

To prepare and send EYFS correspondence and weekly newsletter.

To work with the EYFS team on Celebration of the Year.

To save EYFS profiles to Engage twice a year.

To oversee the administration of school leavers.

To monitor potential leavers through ongoing spreadsheets and keep the school/Head Office teams updated.

To liaise with the Local Authority, if required by the headmistress, regarding children leaving where a future school and/or the child's whereabouts are not known.

To send relevant pupil information to future schools, including any safeguarding documentation under separate cover, liaising with the headmistress about this data transfer.

To manage the database of leavers and past pupils.

To archive pupil files after leaving the school.

To attend INSET courses and keep well informed about new developments in the educational world and statutory requirements.

To take part in the School Performance Management Programme and attend School INSET as required.

Excellent admin skills including outstanding levels of accuracy and attention to detail

A high level of IT proficiency, including accurate typing and keyboard skills

A high level of discretion and confidentiality

Excellent written and oral communication skills

The ability to communicate with a wide range of audiences

The ability to work effectively as part of a team

A high level of flexibility and commitment to the role

The willingness to show initiative and take responsibility., This role is as an Admissions Registrar in a busy school office. You will have sufficient experience working in an office environment, proven secretarial skills and excellent awareness of customer service needs. Experience using all Microsoft Office packages, especially spreadsheets in Excel and Word documents, is essential and previous use of large databases would be useful., Essential:

Good standard of education - attainment of GCSE or equivalent to include English or Maths Grade C or above.

Excellent administrative skills.

High level of IT proficiency including accurate typing and keyboard skills.

High level of discretion, understanding of and experience of maintaining confidentiality.

Excellent written and oral communication skills, including telephone manner.

Ability to communicate with a wide range of audiences including staff, parents and pupils.

Ability to work effectively as part of a team, understanding staff roles, responsibilities and your own position within these.

Ability to react calmly and quickly in an emergency.

Ability to comply with policies and procedures relating to child protection, health, safety and security, confidentiality, data protection and equal opportunities.

Flexibility and commitment to the role.

Willingness to show initiative and take responsibility.

Experience working in a school environment.

Experience working in sales and/or admissions.

Experience working closely with a marketing department.

First Aid qualification.

The position is to start at the end of August 2024 with the following terms of employment:

Working 39 out of 52 weeks of the year (term times, training days + 4 weeks in the holidays)

Hours from 8am until 5pm

Salary £24kpa

School lunches included