St Matthias C of E Primary School

Administration & Data Officer Application Pack

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St Matthias CE Primary School is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. We welcome applications from all sections of the community, regardless of gender, race, religion, disability, sexual orientation or age.

Contents Page

Welcome p.3

About Us p.4

Working in Partnership p.5

Administration & Data Officer

Job Description p.6/7

Administration & Data Officer

Person Specification p.8

How to apply p.9

Where to find us p.9

Teaching schools are outstanding schools that work with oth-ers to provide high-quality training and development to new and experienced school staff. They are part of the govern-ment’s plan to give schools a central role in raising standards by developing a self-improving and sustainable school-led sys-tem. St Matthias plays an instrumental role in the work of our three teaching schools.

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Dear applicant,

Thank you very much for your interest in becoming an Administration and Data Officer at St Matthias CE

Primary School. I hope you will find this information a useful introduction to our school.

St Matthias is a lively one and a half form entry primary school in the London borough of Hackney and serves a diverse community that is founded upon and promotes Christian teachings and values. St Matthias provides a safe and happy environment for all of our children and staff to learn, develop and excel in their academic and social education. We believe that our children have to be supported to achieve and prepare for their lives ahead. We instil the values and care needed to ensure they become responsible, confident and capable members of society. We are looking to recruit self-motivated, approachable and organised individuals to be part of our

administration team.

Our new administrator will join a very committed and hard-working staff body who want to ensure that

every child fulfils its potential, both now and in the future. If you are committed to helping children to

make progress in every lesson, every day, we would like to hear from you.

Please find further guidance on our School and details on how to apply for the post within this pack.

We welcome and encourage school visits . Please contact Angela Belcher to arrange this. If you have

any queries in regards to this position, please contact:

recruitment@primaryadvantage.hackney.sch.uk for more information.

Yours sincerely,

Orlene Badu

Head teacher

Welcome

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About Us

Our School

St Matthias is a one and half form entry school with a nursery and 270 children on roll.

We are a “Good” school (OFSTED September 2013), that now has its sights firmly set on becoming

an Outstanding school with the desire and motivation to ensure all our children achieve the highest

possible standards, due to excellent staff with the determination to ensure no child is left behind.

Our school is located in Stoke Newington, Hackney and is a short walk from Dalston Kingsland

Station. The school serves a richly diverse community that is founded upon and promotes Christian

teachings and values.

Our school enjoys an active partnership with the St Matthias local parish church and the LDBS.

The vision and values of the school

St Matthias provides a safe and happy environment for all of our children and staff to learn, develop and excel in their academic and social education. We believe that our children have to be supported to achieve and prepare for their lives ahead. We instil the values and care needed to ensure they become responsible, confident and capable members of society.

Our Christian ethos is underpinned by the principle of ‘Love Thy Neighbour’ and children are encouraged to love themselves and others to ensure respect for all and the right to knowledge.

We believe that it is imperative that all children have the necessary skills and attitudes to equip them for an unknown but prosperous future, that allows them to make positive choices about their own lives. We offer a consistent approach to learning to ensure they have the skills necessary to apply to a variety of situations.

At St Matthias we are all here to learn.

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Working in Partnership

Primary Advantage Federation

St Matthias CE Primary School is a part of the Primary Advantage

Federation.

We are a group of schools working together because we believe our

schools can gain many benefits from working collaboratively and can

achieve more by working together. We have made a commitment to

a shared responsibility to the wider education community, the

provision of good quality education and the improvement of life

chances for pupils in the community beyond that of our own schools.

Teachers, support staff, school leaders and Governors have added

expertise in working alongside colleagues to improve provision and

outcomes for pupils.

WHAT IS OUR APPROACH?

We work in partnership, pooling our expertise and resources

in order to achieve collectively what we may not be able to

achieve individually

We believe passionately in improving the life chances for our

pupils

We do not tolerate low expectations

We match tried and tested strategies that we know work to

the needs of the schools and use our experience of

supporting schools in successfully implementing them

We promote a collaborative approach whilst developing the

capacity of each school to serve its own community and

retain its distinct identity

We recognise the importance of individuality, spontaneity

and creativity in developing innovation

WHAT OUTCOMES DO WE WANT?

Every teacher is a good teacher; every school is a good school

Teachers who use the most effective teaching methods to

motivate learners and raise aspirations. As a result all pupils

will make good or better progress

Quality learning environments where pupils feel safe and

secure, known and valued and motivated to learn. Robust

teaching and application of ICT skills ensure our pupils are

properly equipped for the next stage of learning

Curriculum provision which inspires and motivates pupils and

broadens their horizons. Our curriculum supports community

cohesion through an international curriculum strand

We work with precision and move incrementally towards

achieving outstanding grades in the majority of aspects of

each school’s work

Through pupil partnership work we continue to break down

locally perceived boundaries and help pupils to work

harmoniously with pupils from other areas of Hackney

We seek to maximise the efficiency and effectiveness of each

school by capitalising on centralised services and sharing

systems

Find out more about Primary Advantage Federation

by visiting

www.primaryadvantage.co.uk

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Job Description - Administration & Data Officer

JOB SUMMARY:

To ensure the accurate maintenance and management of pupil and school data. Assist in the provision of an efficient and effective school administrative function.

To provide support to Headteacher and Finance & Administration Manager Manager/Bursar by ensuring that all necessary information is up to date and that requests are followed up in a timely fashion. Be responsible for the maintenance of the database.

MAIN DUTIES AND RESPONSIBILITIES

Pupil Data:

To assist in coordinating staff cover requirements.

Maintain robust processes and manage a varied workload using a structured, timely and prioritized methodology. To become a SIMS administrator / super-user.

Work alongside the Finance & Administration Manager and School Business Manager to ensure the school has appropriate systems, processes and controls in place to maintain and manage all aspects of pupil data.

Be responsible for the annual admissions procedure, including all necessary communications with parents, arranging parental interviews and appeals with the Headteacher.

Load the annual pupil intake into SIMS in addition to administering pupils when they arrive, leave or transfer to the school.

Ensure the schools cash system database is up to date.

Maintain individual pupil records in accordance with PLASC requirements. Produce PLASC returns and ad hoc reports when necessary.

Maintain the SIMS database of pupil records for attendance and punctuality, liaising with the Heads of Year, the school Home Support Worker and Attendance Officer as appropriate and where necessary.

Co-ordinate the updating of the SIMS database and Assessment Manager with pupil assessment data on an annual and ad hoc basis.

Manage the annual updating of the SIMS database with the annual timetable and class changes.

Maintain records of all disciplinary, behavioural and special needs issues relating to individual pupils and updating SIMS where necessary.

Produce reports when required.

Resources:

Operate relevant equipment/complex ICT packages.

Monitor and manage stock levels within an agreed budget, cataloguing resources and undertaking audits as required.

To process orders, ensure orders are checked for payment according to the schools financial procedures an circulated s necessary.

Undertake complex financial administration procedures.

Assist with the planning, monitoring and evaluation of budget.

Assist with the ensuring expenditure is within an agreed budget.

Manage administration of facilities including use of school premises.

General Administration:

Assist with the marketing and promotion of the school.

To support the Admin Officer in welcoming stakeholders and to provide cover and support to the Administration Officer as and when required.

To plan and schedule meeting rooms for any training and meetings held at the school and organize refreshments and resources when necessary.

To oversee the typing of all pupil/parent correspondence and ensure information is presented effectively through the use of noticeboards, newsletters and the school website.

To manager the schools website and Social Media networks.

To support and coordinate work experience and student placements within the school office.

To organize and maintain all site archiving.

To manage the schools cash collection systems and ensure procedures are in accordance to the schools financial procedures.

Job Title: Administration & Data Officer

Reports to: Finance & Administration Manager

Accountable to: Headteacher

Based: St Matthias CE Primary School

Key Contacts: Pupils, parents, external contractors, Executive Principal, other

members of staff, the Governing Body, LEA officers

Salary: Scale 6 (£26,337 - £27,879)

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Other:

Self-review and critique all

systems and processes

associated with the role and to

work alongside the Business

Manager/Bursar to improve and

develop systems and processes

where appropriate.

Be responsible for own career

development and undertake

training as appropriate for the

further development of the post.

GENERAL:

This is not an exhaustive list of

duties and responsibilities, and

the postholder may be required

to undertake other duties which

fall within the grade of the job, in

discussion with the manager.

This job description will be

reviewed regularly in the light of

changing service requirements

and any such changes will be

discussed with the postholder.

The postholder is expected to

comply with all relevant policies,

procedures and guidelines,

including those relating to Equal

Opportunities, Health and Safety

and the Confidentiality of

Information.

The postholder may be required

to work outside normal school

hours on occasion, with due

notice.

Because of the nature of the

post, candidates are not entitled

to withhold information

regarding convictions by virtue of

the Rehabilitation of Offenders

Act 1974 (Exemptions) Order

1975 as amended. Candidates

are required to give details of any

convictions on their appointment

form and are expected to

disclose such information at the

appointment interview.

Because this post allows

substantial access to children,

candidates are required to

comply with departmental

procedures in relation to Police

checks. If candidates are

successful in their application

prior to taking up post, they will

be required to give written

permission to the Department to

ascertain details from the

Metropolitan Police regarding

any convictions against them

and, as appropriate the nature of

such convictions.

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Qualifications, Knowledge and

Experience

Essential:

English and Math's Qualifications

to GCSE level.

NVQ Level 3 or equivalent

qualification or experience in

relevant discipline.

Experience of development,

management and operation of

administrative systems.

Experience of working as part of

a team and supporting others in

order to achieve a shared vision/

goal.

Full working knowledge of

relevant policies/codes of

practice and awareness of

relevant legislation.

Communication

Essential:

Possesses effective verbal and

written communication skills.

Presents information and ideas

clearly and uses communication

appropriate to the audience.

Able to positively influence the

opinions of others through

factual discussion.

Able to adapt personal style of

communication to reflect a

situation and/or need.

Able to create an environment of

trust by delivering on promises.

Utilises report writing skills to

accurately reflect a situation

through positive communication

techniques.

Able to disseminate information

and demonstrates a consultative

approach to communication.

Able to persuade and influence

others effectively.

Able to demonstrate tact and

diplomacy in communication.

Skills and Abilities

Essential:

Competent to an intermediate

level in the use of Microsoft

Office software to complete

secretarial or administrative

tasks, e.g. Word, Excel,

PowerPoint, Outlook etc.

Competent in the maintenance

of database packages and

experience of reporting from

database packages.

The ability to plan and complete

a piece of work in a methodical,

efficient and timely manner to

met a set deadline.

The ability to deal with a range of

people, including members of

the public and other

professionals, in an effective and

polite manner.

The ability to use own initiative

and creativity to achieve desired

results.

Possesses good organisational

skills in order to maintain

efficiency and the ability to

prioritse own workload.

Motivated to work towards

creating a safe, open and trusting

environment.

Willingness to partake in

continuous professional

development.

Demonstrates excellent

administrative and reception

practices.

Exercises flexibility so as to take

on changes in work priorities and

practices.

Able to balance tasks and

resources in the organisation of a

wide range of activities.

Able to provide contingency

plans to address the unexpected.

Demonstrates clear and logical

thinking in working through

problems.

Able to follow organisational

procedures and maintain quality

of standards in own work.

An awareness of the needs of

children who have a variety of

needs and who come from a

variety of backgrounds.

The ability to adapt to new office

technologies.

An understanding of customer

service and the principles in

delivering outstanding customer

service.

Accountability and Freedom to Act

Essential:

Able to make routine decisions

based upon guidelines and

procedures laid down within

established frameworks.

Leads by example in standards of

behaviour in the work

environment.

Other

Understands the nature of a

Church of England Primary

School.

Personal Specification- Administrator & Data Officer

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How To Apply

Applicants are asked to complete all the

standard information required on the Primary

Advantage application form, and to submit a

supporting statement, addressing all the criteria

identified in the person specification.

Please specify the role you are applying for i.e.:

Administration Officer quoting reference STM/

ADO

Candidates are advised that when completing

the references section on the application form

to please ensure that:

• Your first referee is your current, or most

recent, employer

• You provide a referee who can confirm your

ability for the role

Candidates must ensure that if they are successful

at interview, that they are able to provide evidence

of their Right to Work and Remain in the UK. The

school is not able to employ any person who cannot

validate their Right to Work and Remain in the UK in

the line with the Asylum, Immigration and

Nationality Act 2000.

Successful candidates will be required to apply for

an enhanced Criminal Record Check via the DBS. We

are committed to safeguarding and promoting the

welfare of our children and expect all members of

staff to share this commitment.

Successful Candidates

Completed application forms must be received by

Monday 5th January 2015 at 9am.

Interviews will take place on Monday 12th January 2015.

If you have any queries or would like to arrange to visit our

school, please contact Angela Belcher on

0207 254 1148 or email

recruitment@primaryadvantage.hackney.sch.uk

We look forward to receiving your application.

Where to find us

St Matthias C of E Primary School

Wordsworth Road

London

N16 8DD

Tel: 020 72541148

Email:

recruitment@primaryadvantage.hackney.sch.uk

Website: www.st-matthias.hackney.sch.uk