AlRazi Academy is seeking a School Office Administration Assistant/ Secretary who loves working with children in a loving, caring friendly and diverse environment.
JOB TITLE : School Office Administration Assistant/ Secretary
REPORTS TO: School Principal
HOURS OF DUTY
30-40 Hours per week or as directed by the Principal
8:00 am – 4:30 pm Monday – Friday or as directed by principal
DUTIES AND RESPONSIBILITIES
· The employee’s primary duty includes the performance of office or non-manual work directly related to the management or general business operations of the ARA and the ARA’s customers; and includes the exercise of discretion and independent judgment with respect to matters of significance.
· Job and tasks can include the followings but not limited to:
1. Answer the telephone (take messages where necessary), record pupils and visitors entering and departing school during the day. This may involve pupil collection/delivery to classrooms.
2. Ensure security procedures are adhered to. Monitor CCTV screen and ensure the presence of all school visitors (those who are not current members of staff, pupils registered at the school or governors of the school) are recorded and issued with badges. Inform the Principal immediately of any situation that might affect safety or security.
3. Ensure the school office and reception area is welcoming, neat and tidy. Ensure all school files are kept organized, complete, updated, tidy and in good order.
4. Ensure the information TV display unit ( if any) in reception or school area is kept up to date on a daily basis with school information.
5. Telephone parents of absent children to establish reasons for absence on a first day response call.
6. To collect, count, sort and record meals and related money, using an Excel based computer program or as directed by the principal. Ensure all payments for school meals are accurately recorded and arrears are chased promptly. Check eligibility for free school meals for pupils and then authorization of same, reviewing each case annually.
7. Be responsible for the sale of uniform, supplies, giving receipts and maintaining records. Be responsible for the allocation of stock and stock control.
8. Photocopying.
9. Limited routines of finance as directed in line with the division of responsibilities and excellent accounting practice, eg. collection of monies for activities, lessons, trips, and school clubs. Maintain accurate records and issue receipts to parents.
10. Maintain confidentiality of all sensitive material and information.
11. Ensure good lines of communication at all times.
12. Attend training relevant to duties and responsibilities as outlined in this job description and assigned by the principal/director.
13. Such other duties appropriate to the scope and grading of the post as may be required from time to time.
14. This job description may be amended at any time after discussion with the post holder.
15. Such other duties appropriate to the scope and grading of the post as may be required from time
to time.
16. Assisting, filling in and helping in classrooms, preschool and Child Care, or any other school needs or activities.
17. This job involves tasks related to student registration, admission, record transfers, and requests. It also includes collecting student and family data, ensuring all student records are organized, up-to-date, and filed neatly. Additionally, the job may involve any other tasks as instructed by the principal.
18. This job involves tasks related to transportation and buses, such as documenting student lists, tracking attendance, and communicating with students and staff.
PERSON SPECIFICATION
We are a professional, hardworking and friendly staff working to ensure all pupils receive an excellent standard of education in order that they may attain excellent standards of achievement. Staff work within a happy, multicultural school. We expect our School Office staff to consider themselves a valuable part of our team and to have the same work ethos.
ESSENTIAL CRITERIA
- Experience and proven knowledge of ability to effectively use the computer as a tool for a variety of functions such as word processing, spreadsheets and databases in a windows environment. Able to keep up with and adapt to new technology. An ability to copy figures accurately into tables and manipulate data. Working knowledge of Microsoft Office, the Internet and e-mail.
- Experience working within a business and/or school environment
- Experience of administration duties and skills
- Customer service experience
- Experience of clerical/administrative duties, eg. filing, record keeping
- Basic knowledge and experience of financial procedures as described in job description. An ability to work accurately with numbers
- Personal qualities; ability to maintain complete confidentiality and discretion within all situations, sense of humor, tactful and sensitive. Accepting of all. Ability to work and communicate effectively with adults and children at all levels
- Flexible approach to work. Ability to respond to the demands of internal and external changes and work under pressure at times, assess priorities and be able to meet deadlines. Ability to organize and prioritize own workload, without supervision. Use own initiative. Ability to function effectively in an environment in which interruptions do take place.
DESIRABLE CRITERIA
- Knowledge and understanding of the role of groups associated with school such as staff, pupils, parents, governors and other staff.
- Good English and Mathematics skills.
- Good organization skills.
School Office Staff Duties
The school office staff duties model was created with the idea that the school office staff can do secretary, office clerk and health assistant work as a team to cover their individual duties and fill in when necessary. One or both of these positions must be or will be fully cross-trained to take over for the Health Assistant.
School Secretary
School Secretary is the hub of the school. The secretary is responsible for- Not limited to- :
- Greeting visitors, students and staff
- Facilitating sign in and exchange of ID for visitors badges for all ARA visitors to the school
- Answering phone calls
- Enrolling new students
- Managing school budgets
- Ordering supplies from outside vendors and our warehouse
- Writing newsletters and other communication to parents and staff and sending it
- Reconciling (time clock/time card) for all support employees
- Working with outside groups who want to use the school facility
- Coordinating events for the school
- Working with substitutes—checking in, giving keys, instructions, etc.
- Arranging for subs for staff that might include subbing in class
- Creating file and information for hiring staff
- Creating purchase requisitions for staff going to conferences, books for book studies, field trips, etc.
- Updating staff lists as needed
- Updating School Emergency Plan every July/August prior to the beginning of school (there are many
- components that have to be updated with current names of team, maps of teachers and room numbers, etc..)
- Scheduling monthly fire and emergency drills, recording required information about each drill
- Scheduling lockdown drills (2 per year), recording required information about each drill
- Working with PTO or other parent organization or volunteers.
- Assisting principal with her duties (taking phone messages, handling correspondence, calling parents scheduling appointments, documents, or any other duties assigned by the principal)
- Assisting in supervision of students waiting in office for discipline or for parent pickup
- Maintaining class lists as needed
- Assisting with moving staff to cover classrooms when a sub is not available
- Filling in to cover playground duty, crossing guard and lunch duty when necessary
- Managing the ordering and care of copy machine and workroom equipment
- Checking in students for after school enrichment through Community Education or activities Programs
- Cross training to be able to perform duties of helping students with meds, etc.
- Performing weekly audits on student registration/withdrawals, tuitions and attendance
- Sorting and distributing mail and warehouse deliveries for staff
- Scheduling time for fall and spring pictures with school photographer
- Taking minutes at assigned meetings by the principal.
- Office Clerk
- Recording attendance for all students
- Making phone calls to parents/guardians of student who are not in school and whose parents have not
- called the school to report them absent
- Greeting visitors, students and staff
- Facilitating sign in and exchange of ID for visitors badges for all ARA visitors to the school
- Answering phone calls
- Reporting weekly audits of their work registering and withdrawing students
- Registering students
- Withdrawing students
- Assisting students, teachers and parents who come into the office asking for assistance
- Sorting and distributing mail and warehouse deliveries for staff
- Assisting in supervision of students waiting in office for discipline or for parent pickup
- Filling in to cover playground duty, crossing guard and lunch duty when necessary
- Health Assistant:
- The Health Assistant is responsible for student and staff site-based health care. Duties include:
- Assessing and treating illnesses and injuries of students and staff
- Documenting health information
- Communicating with parents/guardians, school staff and EMS personnel on student health issues
- Performing or assisting dental, vision and hearing screenings
- Administering medication
- Compiling information for state reports for immunization and physical
- Following school health care plans of students with health/medical needs
- Providing select medical procedures for students as ordered by their medical provider
- Assisting with toileting and hygiene
- Charting and documenting information for accident reports and the school health log
- Inventorying and ordering supplies for the health office
- Maintaining student health records
- Maintaining school health office
- Promoting safety
- Acting as a resource person for teachers and other school staff
- Participating as a member of the school evaluation team in the placement of medically-involved
- students
- Communicating frequently with the nurse consultant or health professionals on student and staff health issues.
Language Skills:
Ability to effectively communicate with children, peers, superiors, families, visitors, professionals, etc.
Mathematical Skills:
Ability to perform simple math functions.
Physical Demands:
While performing the duties of this job, the employee if frequently required to talk or hear, stand; walk; sit; use hands to fingers, handle, or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch or crawl; and taste or smell.
The employee must frequently lift and/or move up to 10 pounds, regularly lift and/or move up to 40 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment:
While performing the duties of this job the employee is regularly exposed to outside weather conditions. The noise level in the work environment is most frequently moderate but occasionally loud. May be required to clean up/deal with bodily fluids.
The description given is intended only to provide information about the general nature of the job and is not an all-inclusive list of thee job duties, skills or abilities which may change from time-to-time.
*PHYSICAL REQUIREMENTS* : Bending, carrying, climbing, driving, lifting, pushing-pulling, reaching, sitting, standing, and walking.
*TERMS OF EMPLOYMENT:* ARA is non-profit organization. This is an hourly position.
*EVALUATION:* Performance of this job will be evaluated by the principal according to the guidelines of the master contract.
ARA School is an Equal Opportunity Employer. It is the policy of the school to provide equal employment opportunity and not to illegally discriminate on the basis of race, national origin, religion, sex, disability, color, age or marital status in its employment and personnel practices.
COVID-19 Precaution(s):
- Personal protective equipment provided or required
- Plastic shield at work stations
- Temperature screenings
- Social distancing guidelines in place
- Virtual meetings
- Sanitizing, disinfecting, or cleaning procedures in place
This Job Is:
- A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more
- A good job for someone just entering the workforce or returning to the workforce with limited experience and education
- A job for which all ages, including older job seekers, are encouraged to apply
- Open to applicants who do not have a college diploma
Work Remotely
This Job Is Ideal for Someone Who Is:
- Dependable -- more reliable than spontaneous
- People-oriented -- enjoys interacting with people and working on group projects
- Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction
- Detail-oriented -- would rather focus on the details of work than the bigger picture
- Achievement-oriented -- enjoys taking on challenges, even if they might fail
- Autonomous/Independent -- enjoys working with little direction
- Innovative -- prefers working in unconventional ways or on tasks that require creativity
- High stress tolerance -- thrives in a high-pressure environment
Job Type: Full-time
Pay: $13.00 - $18.00 per hour
Benefits:
- Professional development assistance
Application Question(s):
- Do you love working with kids all ages in a diverse environment?
Education:
- High school or equivalent (Preferred)
Experience:
- Customer Service: 1 year (Preferred)
Language:
Work Location: In person
