School Office Administrator

Bradford Grammar School believes in providing every opportunity for its Junior and Senior pupils to embrace academic, sporting and creative excellence within an aspirational, caring environment, in which happiness is the key to success.

Located in a cosmopolitan urban setting but drawing equal numbers of pupils from the attractive and established suburbs of West Yorkshire and the lower Dales, the school is a flagship for independent education in the North. Above all, BGS is a happy school and a rewarding place to work.

The School Office Administrator will provide a comprehensive administration service for the School, including cover supervision and specifically to provide school wide Management Information System (SIMS) data support.

The successful person will be educated to GCSE standard, particularly in English with a solid foundation of written and spoken English. Excellent organisational and inter-personal skills and ability to communicate at all levels is essential together with proficient in IT, specifically MS Office & Sims (or other Management Information System).

This role requies a highly organised individual with excellent time-management and previous experience, preferably with an educational environment is desirable.

Job Purpose

To provide a comprehensive administration service for the School, including cover supervision and specifically to provide school wide Management Information System (SIMS) data support.

Accountabilities/Responsibilities:

SIMS and School Administration

• Assisting the SIMS and Office Manager to prepare for the start of the next academic year, in particular undertaking SIMS related work
• Assisting in the processing of daily registers as required
• Assisting with administration of School reports
• Producing pupil absence sheets
• Assisting with arrangements for Parent/Information Evenings including preparation of invitation letters, booking rooms and facilities, compiling seating plans and signage
• Administration of GCSE, Sixth Form, Enrichment and Activities booklets.
• Assisting with Careers and Higher Education administration as required
• Leading the administration for Duke of Edinburgh awards
• Providing administration assistance to the Deputy Head and Assistant Heads as required
• Liaising with the Deputy Head and assisting in arrangements for key events such as Founders’ Day
• Covering aspects of the roles of the SIMS and Office Manager, and the Pastoral &
• Safeguarding Coordinator, during periods of absence, and to assist in busy periods
• Providing Reception cover as required
• Assist with large mailings

School Transport:

• Administrating the school coach transport facilities, in line with the agreed contract
• Liaising with the coach companies in order to ensure BGS pupils arrive at school and return home safely during travel disruptions
• Obtaining and issuing tickets for daily and ad hoc travel and regular termly arrangements, forwarding the spreadsheets to the Accounts Department each term in order for costings and invoices to be produced
• Liaising with bus companies re ad hoc transport arrangements e.g. Founders’ Day, early leave for Open Day etc.
• Maintaining links with the local rail company in order that the annual school rail pass details may be advertised.

Examinations:

Assisting the Examinations Officer in the administration of all public examinations but specifically:

• Assisting with the administration process for private candidates including checking proof of identification, greeting candidates and dealing with all related queries
• Liaising with the Examinations Officer upon receipt of the seating plan for each examination in order to produce pupil examination ID cards
• Assisting with the co-ordination of GCSE and A-Level results days
• Assisting with enquiries from students on results day and sending out any uncollected results
• Entering new Year 12 pupils’ examination results onto SIMS
• Processing references for ex-pupils for the Assistant Head, Academic

Data Protection:

The School’s Data Protection Policy is available on the staff SharePoint site in the Policies & Procedures section. All job roles within Bradford Grammar School are required to adhere to the School’s Data Protection Policy at all times when handling personal data in the course of executing their role responsibilities. Failure to comply with the School’s Data Protection Policy may be dealt with under the School’s disciplinary procedure and, in serious cases, may be treated as gross misconduct leading to summary dismissal.

General:

• Undertaking such other duties as requested from time to time commensurate with the level of this post.

Person Specification:

• Proficient in IT, specifically in MS Office & SIMS (or other Management Information Systems)
• Ability to interpret and relay key information
• Excellent organisational and inter-personal skills; able to communicate at all levels
• Ability to create professional letters and emails with a focus on detail and accuracy
• Educated to good GCSE standard, particularly in English
• Previous administration experience, preferably within an educational environment
• Ability to prioritise tasks within a busy office
• Flexibility