InitialTeacherTrainingAccredited Provider

Inspiring Futures Partnership TrustCressex Road, High Wycombe, Bucks HP12 4PR Executive Principal: Mr J. Mason N.L.E.Consultant Headteacher: Mr R.G.Millington O.B.E. M.Sc.

Tel.: 01494 535564 Email: office@cvpa.school Twitter: @CheppingView Our Academy Websites: www.cheppingviewprimaryacademy.org

www.abbeyviewprimaryacademy.org

Academy Secretary

Academy Secretary Job Description

WORKING HOURS: Spring term: 14 hours per week – Monday and Thursday (8.30am – 4pm)Summer term: 21 hours per week – Monday, Wednesday and Thursday (8.30am – 4pm)September 2019: 35 hours per week - Monday - Friday (8.30am – 4pm)

Key functions:

To provide effective and efficient administrative support for the smooth running of Abbey View Primary Academy, High Wycombe

To be the main contact for all parents and visitors To deal with all matters relating to pupils

Main duties and responsibilities:

Provision of a first-class reception service including the efficient and courteous management of incoming telephone calls and visitors whilst promoting and safeguarding and welfare of young people.

Control access to the Academy and issue appropriate information and badges to visitors.

Taking the “Grab Bag” and pupils registers and signing in/out books outside in the event of a fire evacuation procedure.

Responsibility for ensuring the main reception areas are clean and tidy and marketing material is replenished as necessary.

Deal efficiently with incoming office emails daily on behalf of the Academy.

Assist with pupil welfare. Ensure parents are informed if their child is sick or injured.

Answer telephones and ensure any messages are passed to the relevant member of staff.

Liaise with other administration team members to ensure the office is staffed at all times.

Keeping SIMS updated with pupil, parent and carer info.

Ensure, on a daily basis, the pupil attendance data is accurate and up to date, and produce reports as required.eg: weekly/half-termly/termly/annually.

Behaviour Management – assist Teaching Assistants with using SIMS to produce reports to manage behaviour across the Academy. eg: half-termly/termly/annual reports.

Populate and update the Academy calendar, circulating details to all parties concerned (parents, staff and visiting peripatetic teachers/club leaders).

Process admission of all pupils ensuring strict compliance to Academy’s Admissions policy.

Administration re: annual intake of children into the Foundation Stage – including ranking of children after each allocation round and random allocation ballots if applicable.

Show prospective parents/applicants for vacancies around the Academy.

Organise Open day dates and show prospective parents round the Academy after “welcome” meeting by the Principal.

Absence meeting documentation

Ensure assessment date (KS1/KS2, Phonics & Foundation Stage) are correctly loaded into SIMS from Target Tracker and uploaded to County as requested. Liaising with Principal if necessary.

School Comms – user, administrator and training to other staff as required. Also ensuring School Comms is set-up for new entrants to the Academy.

Investigating and resolving School Comms queries from parents.

Maintain records of Free School Meal eligibility, including maintaining spread sheet for Kids Packed Lunch Company.

Access the Innovate website as required resolving queries from parents.

Communicate daily with Innovate staff to confirm number of meals.

Cool Milk – weekly printout/update classes etc.

Fruit and Vegetable delivery – update admin only.

Ensure Signing-In book has blank pages available and there are enough visitor badges available.

Ensure pupil and staff birthday book is updated in advance.

Update of Evolve system as required liaising with member of staff responsible for this system.

Complete accurate and timely Census returns.

Maintain SEN register and organise with SENCO dates for forthcoming Annual Reviews.

SEN Annual review administration including invites to parents & professionals, preparing documentation packs for the review. Distribute reports after review, uploading of documents to County and onto SIMS.

General office Housekeeping.

To enhance the extra-curricular events for pupils by assisting at Academy functions.

Maintain confidentiality and exercise tact as needed.

To provide administrative and secretarial support to the Principal, including typing/word processing, taking minutes, making diary appointments and making arrangements for hospitality.

Update the Academy website

Any other duties required by the Principal.

Be aware of and executing effectively the post holder’s responsibility for promoting and safeguarding the welfare of young people.

Take responsibility for personal Health & Safety ensuring that all accidents and near misses are reported.

Ensure the development and progression of equality within the sphere of responsibility of this post and the fair and equal treatment of all colleagues and clients.

Signed………………………………. Date……………………………