st matthias ce primary school admin & data officer application pack
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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:
[email protected] 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
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:
Website: www.st-matthias.hackney.sch.uk