School Office Administrator

• Earl Soham Community Primary School Earl Soham Woodbridge Suffolk IP13 7SA
• 27032 - 28819 (pro rata)
• 32.5 hours per week 40 weeks per year*
• Permanent
• Reference: 7527
• Required from September 2025

*Hours (Can be done as a job share): 8:30am 4pm daily in term time (1 hour lunch) Monday to Friday.

Earl Soham School is seeking an administrative assistant/officer who is responsible for supporting the administrative financial and organisational processes within the school. You will also act as the initial point of contact for parents/carers visitors and other stakeholders so you will be an ambassador for the school and embody the value vision and ethos of the school in all interactions.

Your responsibilities

General administration

• update manual and computerised record/information systems
• update and maintain the school calendar
• assist with managing the schools email inbox ensuring the school meets its expected response times and that emails are forwarded to the relevant staff member as necessary
• manage and organise completed forms from parents and carers
• report any issues with the schools IT systems
• organise and distribute incoming and outgoing post
• provide administrative support to staff as needed
• book training courses for all staff
• order monitor and manage stock ensuring best value following the schools purchasing processes
• carry out filing printing and photocopying. Maintain the operation of the printer and photocopier to ensure its ready to use at all times resolving any issues as necessary
• assist with organising governors meetings and events including the organisation of rooms and equipment and providing refreshments as required
• keep records in accordance with the schools record retention schedule and data protection law ensuring information security and confidentiality at all times
• update and accurately maintain the Single Central Record.

Financial Responsibilities:

• the operation of school income systems and liaison with third party operators such as those collecting school meal monies
• the raising of invoices monitoring of payments received and debt collection on a timely basis for lettings out of school and nursery provision as appropriate
• ensure that goods and services are procured and authorised in line with the schools internal financial regulations
• support the monthly payroll by processing additional hour claims and responding to any queries from the central team
• ensure cost-effectiveness in ordering and procuring contracts.

Attendance administration:

• monitor and maintain an accurate record of pupil attendance producing reports as necessary
• monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance ensuring all safeguarding procedures are followed
• greet all visitors parents pupils and contractors in a friendly and professional manner ensuring they follow safeguarding protocols
• answer telephone calls and respond to email and face-to-face enquiries in a timely and courteous manner
• manage the school entry system and visitor log issuing badges and monitoring sign-ins
• handle deliveries and post including distribution to staff
• control access to the school in line with the schools safeguarding procedures including signing in visitors checking identification as necessary issuing passes and notifying them of safeguarding and safety procedures
• be alert to unknown individuals on the school premises and report any concerns in line with the schools procedures
• administer the schools filtering and monitoring system for online safety and escalate any safeguarding concerns following the correct safeguarding procedures
• write and send email responses that are professional and uphold the schools vision and values
• update and distribute online and offline communications (e.g. letters newsletters social media posts etc.) to parents staff and other stakeholders
• assist with marketing and promoting the school
• read and follow the relevant school policies
• undertake training required to develop in the role
• ensure all duties and responsibilities are undertaken in line with the schools health and safety policy
• contribute to the safety of children and young people and protect them from harm.

You will need:

• good oral and written communications skills
• ability to respond quickly and effectively to issues that arise
• ability to plan organise and prioritise to meet deadlines
• ability to use own initiative and take action accordingly
• ability to work as part of a strong team multitask well and stay calm under pressure
• excellent attention to detail
• ability to use IT packages including word processing spreadsheets and presentation software
• ability to use relevant office equipment effectively
• ability to build effective working relationships with colleagues
• understanding of data protection and confidentiality
• understanding of safeguarding
• First aid training (or willingness to complete it)
• GCSE English and mathematics (or equivalent).

Earl Soham Community Primary school has so much to offer. We are proud of our caring and supportive environment where children thrive. We are fully committed to safeguarding and promoting the welfare of children and young people. Our school is a happy and supportive community. Staff governors parents and carers (and our school dog Waffle) work together to ensure that our children have the very best opportunities.

We will offer you:

• ongoing CPD
• access to Wellbeing program
• access to pension scheme
• a team of welcoming and dedicated colleagues.
  

Please read theApplication Guidance (docx)

For an informal discussion only please call Jen Carlyle on0.

Please complete theApplication Form (docx)

Completed application to be returned via email to