Profile
The main office acts as a hub of communication for the College as a whole. It is our reception, where visitors are welcomed and gather their first impressions of the College. It is also the first point of contact for people making enquiries or other contacts by phone and email. The office handles much of the administrative work of the College and deals with dozens of students each day. As the administrative assistant, you will support the team and adapt to serve the College’s needs and thrive in a busy and often unpredictable environment to keep the College functioning efficiently.
In addition to this post, the team consists of one full-time, all year-round Office Manager and one full-time, all year-round Administrative Assistant; the post holder will report to the Office Manager.
1. Reception duties:
• Receiving visitors and meeting and greeting.
• Receiving deliveries and ensuring these reach relevant staff and departments.
• Dealing with students’ numerous enquiries, signing them in and out of College and issuing day passes.
• Answering general enquiries from parents, students and members of the public by email, phone and in person.
• Responding and actioning email enquiries.
• Transferring calls.
• Taking messages for staff, where necessary.
• First point of contact for first aid/mental health first aid.
• Managing parking space requests.
• Dealing with student medication.
• Mailing and operation of franking machine.
• Issuing certificates of postage, recorded delivery etc.
• Receiving and distributing post.
2. Assistance with all college admin, to include:
• Preparation of documents and handouts.
• Coordinating staff development bookings and arrangements.
• Sending letters to parents.
• Creating the weekly student bulletin using Publisher.
• Supporting Head of Student Progress and Tutoring and also Heads of Year.
• Assisting with trip administration.
• Ordering catering for internal meetings
• General typing using Microsoft Office.
• Reprographics (preparation of material and photocopying).
• Minute taking at the weekly staff briefing.
• Ordering of college stationery and staff refreshments.
• Managing toner and replacement parts for college printers.
• Occasional preparation of refreshments for visitors/meetings.
• Updating the college calendar.
• Managing the booking of college trip phones.
• Managing the collection of A level certificates.
• Electronic filing of records/documents.
• Producing student/ex-student references.
3. Admissions, registration and enrolment:
At key times in the year, working closely with the admissions team to ensure deadlines are met which will include:
• Responding to admission queries by phone, email and in person.
• Managing student applications.
• Chasing missing paperwork such as qualifications, acceptances and medical forms.
• Liaising with schools regarding reports and grade predictions.
• Liaising with students and parents regarding residency status.
• Providing support throughout the whole registration period.
• Uploading electronic student documentation onto in-house systems.
• Setting up for Open Day and attending one Saturday per year (with time off in lieu).
4. Student records, to include:
• Updating student/parent contact information.
• Updating student medical records.
• Maintaining student records including grade changes.
• Issuing student letters.
• Ensuring student learner agreements are updated and signed within the deadline.
5. General
• Other reasonable duties as required by the Office Manager, the Principal and the Senior Leadership Team.
• Attending in-house training sessions as and when required.
• There is an expectation that the post holder will be a First Aider.