Administrator Apprentice Role

Polaris Education – Ormston School

Administrator Apprentice

Contract: Full-Time, Term Time Only
Basic Salary: £12,627.38, £7.55 per hour
Contract Term: Fixed Term – Approx 18 months
Location: Headingley, Leeds
Hours: 37.5 hours per week
Benefits: Paid training in line with National Minimum Wage with a view to obtaining a recognised qualification, 30 days’ Annual Leave increasing to 35 days’ with length of service + Bank Holidays, Company Pension, Life Assurance, Employee Discount Scheme

Course Information

Business Administration Level 3 – You will be allocated the time required during the working week to attend learning that supports your apprenticeship course. Paid training with a view to obtaining a recognised qualification within Administration, completion of Functional Skills Level 2 in Maths and English, if required, alongside your qualification.

About Us

Located in Headingley, Leeds, Ormston School offers a safe and supportive environment for pupils aged from 5 to 18 years old.

With significant investment and an abundance of new resources, the successful applicant will have the opportunity to shape and mould the school to create a supportive environment that promotes self-discipline and engagement and inspires learning. Our mission is to provide each pupil with a diverse and appropriate education that encourages aspiration and achievement.

We are part of the Polaris Community and have been passionately improving the lives of young people for over 30 years. Within the Polaris Community, we have 13 SEN Schools across the UK that work together to provide each pupil with a tailored, diverse, and appropriate education in a safe, supportive environment that promotes engagement, inspires learning, and encourages achievement.

What We Are Looking For

We are currently seeking a motivated and organised administration apprentice to support our fostering teams.

Reporting to the School Administrator, the post is full-time with time to be agreed to complete the apprenticeship either at a local college or onsite depending on availability at the point of commencing the Apprenticeship.

The role is available to start as soon as possible for the right candidate.

Role Responsibilities

Polaris Education is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment.

• Promote the safeguarding and welfare of all pupils and visitors
• Promote and act on initiatives to improve quality of life and wellbeing for pupils and staff

Reception

The apprentice administrator will provide a warm welcome for parents, visitors and colleagues and deal with their requests in an efficient and professional manner.

Key Tasks and Activities

• Answer the telephone in a friendly, professional and efficient manner and record and pass on messages as appropriate
• Ensure visitors sign in, sign the safeguarding disclaimer and are provided with a visitor’s badge
• Accurately maintain the shared calendar and update the school information
• Provide refreshments for visitors
• Work on parents’ evening and other evening events as required
• Inform the relevant staff member when deliveries arrive
• Distribute internal and external post and correspondence as appropriate
• Arrange the ID cards for all new starters and governors for the School
• Liaise, when necessary, with transport services and taxi suppliers for pupil transport

Administration

Support the School Administrator to provide full administrative support to the Head Teacher, School Management Team and all other education staff at the school.

Key Tasks and Activities

• Produce letters and memorandums
• Undertake filing and photocopying; assist users with the operation of the photocopier including changing inks and attempting to resolve issues
• Provide administration assistance as required by the Leadership Team including ordering resources
• Ensure all information is treated confidentially and have absolute discretion at all times
• Use IT hardware and relevant software packages efficiently and effectively to access, manage, retrieve and share various types of information as and when required
• Use all items of office equipment competently and keep up to date with developments and changes
• Maintain filing systems, both paper and electronic, efficiently and in accordance with current systems and processes
• Ensure documents are prepared and data is entered onto the school’s information management system
• Undertake stocktaking and ordering of materials and equipment as required
• Deal with school correspondence, emails and phone calls
• Support the Head Teacher with Local Authority correspondence and Quality Assurance paperwork/visits
• Maintain the school diary including room bookings and meeting schedules

Attendance

Support the School Administrator to:

• Monitor and track whole school attendance and punctuality and send out letters where appropriate
• Assist with the production of termly reports for the Head Teacher and Governing Body
• Develop and maintain links with parents/children and the Local Authority’s Educational Welfare Service
• Monitor and ensure correct attendance codes are entered in class registers
• Contact parents/carers to establish the reasons for pupils’ absenteeism by telephone and letters
• Work closely with the School’s Senior Leadership Team to establish and agree authorised absences
• Maintain and monitor attendance records and produce returns and reports as necessary
• Monitor and maintain accurate computer records of pupil attendance
• Monitor late arrival of pupils and maintain accurate records
• Advise and assist parents/carers to maintain regular school attendance of their children
• Communicate clearly to parents/carers the attendance procedures and expectations of the school
• Collect and analyse attendance data to enable identification and tracking of pupil attendance
• Run reports for termly attendance and write certificates

Requirements

• Educated to GCSE level with grades A-C in Mathematics and English. This can be completed alongside your qualification if not already obtained
• An understanding of the use of IT and electronic communications including Microsoft Office (e.g., Word, Excel and Outlook)
• Good communication skills (phone/digital/writing)
• Ability to manage workload
• Ability to contribute to team working and develop good working relationships
• Ability to demonstrate professionalism and diplomacy and to represent ISP at all times

Interviews may take place over Microsoft Teams or in person at our school.

The successful candidate will be required to complete an enhanced DBS check, cost of which will be met by Polaris Community.

Polaris Community is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates.

Polaris Community is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment.