Part Time Orders Clerk/Administrator/Receptionist

The Abbey School is committed to creating a diverse workforce. We’ll consider all qualified applicants for employment without regard to sex, race, religion, belief, sexual orientation, gender reassignment, pregnancy, maternity, age, disability, marriage or civil partnership.

This job description recognizes the requirements of the current pay and conditions regulations and reflects the vision, aims and policies established by the Governors of the school.

Job details

Salary: WA4-10 - WA4-16

Hours: 15 hours per week between the hours of 8.15am to 4.15pm spread over 5 days, Monday-Friday (term time only) plus one week (40 weeks per year). There is some flexibility when the 3 hours per day can be worked.

Contract type: Permanent

Reporting to: Operations Manager

Main purpose

The main purpose of the role will be as the Orders Clerk, however, there will be other administrative and reception duties, as detailed below.

The successful applicant's duties will include but not be limited to:

 

Orders and Administrative Tasks

• All aspects of the order process and goods received
• Daily management of the Abbey School’s central Orders inbox
• Resolving any orders issues to ensure accurate ordering of products
• Liaising with Senior staff members regarding authorization of orders
• Liaising with all staff regarding queries for orders
• Preparing purchase requisitions
• Liaising with the central finance department to place the order (this is handled by the finance team within the Weydon Multi Academy Trust (WMAT))
• Sourcing products as and when required
• Producing invoices as and when required
• Once completed, filing all orders using the system correctly
• Participate in order process development and improvement

Reception & Administrative Duties (Back Up As & When Required)

• Responsible for incoming funds into school for trips, donations and accurate recording, reconciliation and banking
• Monitoring incoming and outgoing mail from central school email
• Updating electronic calendar appointments and diaries
• Updating student information on internal electronic systems
• Overseeing school registers and administration for fire evacuations
• Student and staff information to be kept updated on internal electronic systems
• General office duties, including filing and keeping forms up to date
• Maintain central stationery supplies and orders
• Use school credit card using procurement process for purchasing, sourcing stock when needed
• Organise parent tours and meetings
• Ordering of food for meetings and student lunches
• All aspects of communication into and from the school including email, electronic systems, telephone and letter writing
• Professional, polite but friendly customer service to all visitors including parents, staff, students and all stakeholders
• Overseeing student absence process each day
• Due diligence with safeguarding including visitors with DBS documentation to the school
• Adhere to GDPR legislation in working practices
• Ensure school transport drivers are completing daily information and following school protocols
• Communicate redistribution of parcels received into school
• Recruitment administration

Other

• Monitoring students in the medical room and associated admin tasks
• Involvement in school life, supporting consultation evenings and open events if needed
• Administering first aid when required
• Support Operations Manager with HR administration, as and when required (full training will be given)
• Support Headteacher with aspects of admissions process
• Diary management for Head Teacher

All staff are required to safeguard and promote the welfare of children and young people, and follow school policies and the WMAT staff code of conduct.

Please note that this is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the Office Administrator/Receptionist will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the headteacher or line manager