Download Daily Tasks - Bredon School

We are looking to appoint a Clerical Assistant to provide full administrative support to
the Studies Office. The role will be a diverse mixture of administrative tasks and the
successful applicant must demonstrate their ability to be flexible and adaptable and
be able to work collaboratively with all staff.
The successful candidate will be able to maintain computer-based & paper based
information with speed & accuracy. Experience of working in a confidential
environment is paramount to this role due to the many & varied school matters dealt
with.
Job Title: Clerical Assistant – Studies Office
Hours: Part time 25 hours per week, 8.15am- 2.15pm Monday through Friday
inclusive, 34 weeks per annum
Reports to: Data Manager
Overall Responsibility
To provide comprehensive support in delivering the Studies Office administrative
functions.
The Role
Duties and Responsibilities
Daily Tasks
 Second pick up on telephones – see procedure below
 Signing in and out of staff and pupils
 Occasional cover for Reception during lunch and during periods of absence
 Taking, typing and distributing briefing minutes daily
 Supporting staff with photocopying requirements
 Producing a daily absence record for staff for bus duty
 Answering emails
 Sending messages to staff via SIMS and email
 Reprinting students timetables
 Letters to be typed and mail merged for staff as requested
 Reporting of students missing from lessons to be directed to a member of
staff in the Staff Room or to Senior Management
 Distributing post into staff pigeon holes when brought over from reception
 Maintaining staff forms in the Staff Room
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Filing for orange and buff files and archiving old files
Assisting with any other clerical tasks as required
Termly Tasks
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Photocopying and distributing to tutors, students and parents exam timetables
Photocopying exam statements of results and original exam certificates
before sending originals to Data Manager to post out to students/parents. File
copies of results.
Annual Tasks

Key Stage 4 & 6th Form booklets for parents.
Incoming Calls Procedure
It is important that incoming calls are answered quickly and all secretaries must be
prepared to answer external calls and take and pass on messages when necessary.
The Receptionist is the first to pick up, the Studies Office Clerical Assistant number
two pick up, the Headmaster’ Secretary number three pick up and Bursary number
four pick up. Calls will be immediately transferred, depending on the nature of the
call, to the appropriate member of staff, stating the name of the caller. If the
telephone rings it is to be assumed that the Receptionist is not available to take that
call.
All calls for the Headmaster or regarding the School, to the Headmaster's Secretary.
All calls regarding admissions and advertising to Marketing & Admissions Manager,
All calls for the Deputy Head Academic or Examinations Secretary, to the Studies
Office Clerical Assistant.
Calls regarding accounts/invoice queries, to the Bursary Department. Calls
regarding school fees to the Bursar.
Other
To undertake any other duties which may reasonably be regarded as within the
nature of the duties and responsibilities of the post.
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The Person
Qualifications and Experience
Essential
GCSE/O Level in Maths/English
Experience of using Microsoft Word, Excel and Outlook email
Desirable
Experience of working within a general Administration role
Experience of working in a confidential environment
Familiarity with SIMS (Schools Information Management Systems)
Professional Skills and Attributes
Essential
Ability to work alone or as part of a team
Ability to carry out instructions and work with the minimum of supervision and equally
to work under pressure
Attention to detail, accuracy and ability to follow procedures and policies
The ability to communicate well in writing and face to face
Ability to deal with students, parents, contractors, colleagues in a tactful and
confident manner
Flexible approach to varying workloads
Personal Qualities
Essential
Honesty and trustworthiness
A good record of attendance and punctuality to work
A commitment to Bredon School’s educational aims, including its equal opportunities
policy
Demonstrates Commitment
Essential
To Equal opportunities for all in the school community
Safeguarding and promoting the welfare of young people
This job description will be reviewed annually and may be subject to amendment or
modification at any time after consultation with the post holder. It is not a
comprehensive statement of procedures and tasks but sets out the main
expectations of Bredon School in relation to the post holder’s professional
responsibilities and duties.
April 2015
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