Business Administration Apprentice

· Assist with daily office tasks, including answering phone calls, responding to emails, and maintaining student records, ensuring smooth office operations.

· Act as a welcoming first point of contact for parents, students, visitors and staff, providing information and directing queries effectively.

Reception and Administration

· Ensure all visitors are welcomed to the academy.

· Deal with internal and external telephone calls in an appropriate manner, filtering calls as

necessary and taking messages as required.

· Ensure safeguarding, security and Health and Safety procedures are followed for all visitors.

· Deal with the distribution of deliveries, including post and parcels, to the relevant area of the academy.

· Sign for and check delivery of goods to the academy, ensuring that delivery notes are obtained.

· Undertake word processing, data input, photocopying and collating as directed.

· Assist with the checking of basic enquiries and updates relating to pupil data and input

when required onto internal databases.

· Compose letters where appropriate for signing by senior staff.

· Create spreadsheets as and when required.

· Send and receive emails and text messages to parents.

· Assist with any filing and photocopying of documents.

· Ensure the tidiness and general appearance of the office is maintained to a high standard

· Undertake word processing for whole academy as requested; including newsletters, admission forms, registers, letters, notices and signage, and provide a clerical service with duties such as photocopying, laminating and sending out of information under the direction of the School Business Manager and Headteacher.

· Maintain the information boards within the academy premises, displaying information of interest to parents such as newsletters, events etc.

· Assist with maintaining academy stationery supplies, completing order forms when necessary.

· Ensure academy photocopiers are supplied with paper, ordering toners and cartridges as

required.

· Provide an administration service for annual reviews maintaining spreadsheets, issuing out

letters etc.

School Meals

· Be responsible for collating and recording pupil information on pupil management

information systems relating to dietary requirements, free school meals, dinner money

payments etc.

· Complete the daily recording of school meals following procedures and policies using the

school registers.

· Produce relevant reports and registers for catering staff, lunchtime supervisory assistants etc.

· Monitor pupil meals and amend where necessary after the lunchtime period.

Pupil Records

· Be responsible for the maintenance of all pupil information records on the pupil

management information system ensuring data is relevant and accurate such as: priority

contacts, home and mobile numbers, emergency contacts, family links and UPNs.

· Maintain and update data collection sheets and consent forms for pupils have been

received, recorded and filed appropriately.

· Be responsible for collating and recording of pupil information for the processes relating to

admissions and transition.

· Be responsible for issuing UPNs for new admissions, and requesting when necessary pupil

information from other schools. Ensure all pupil documentation are received from previous

schools.

· Be responsible for updating pupil attendance on the academy’s MIS weekly class registers,

input data from registers to check and record attendance, update pupil absences with

reasons, track lateness and input minutes late on the MIS and provide reports on pupil

attendance for staff as required.

· Produce a variety of reports when requested for pupil data analysis.

· Assisting with the preparation and inputting of information relating to completing the Pupil

Census and producing reports if necessary.

Finance

· Liaise with parents to ensure dinner balances are paid on time. Run reports from the payments system to track dinner balances.

· Support with any charity collections from parents and staff, e.g. children in need, comic relief.

· Support the creation of purchase orders and assist with processing invoices for payment in a timely and accurate manner.

· Maintain accurate financial records by inputting data into finance systems and ensuring completeness and accuracy.

· Act as a point of contact for internal and external finance-related queries, providing efficient support and escalating issues when necessary.

· Ensure adherence to financial regulations and assist with audit preparation as required.

General Responsibilities

· Follow all Trust policies and procedures relating to legislative and statutory requirements, including on Health and Safety and Safeguarding, including those required by Company education and charity law, Data Protection, and funding agreements.

· To participate in performance and development review process, taking personal responsibility for identification of learning, development and training opportunities in discussion with the line manager.

· To be aware of and support difference and ensure equal opportunities for all.

· To attend meetings within the trust and external events as required.

· To maintain constructive relationships and communicate with other agencies/professionals/parents and pupils.

· To recognise own strengths and areas of expertise and use these to support others.

· To maintain confidentiality always in respect of school-related matters and to prevent disclosure of confidential and sensitive information.

· Promote a safe and healthy environment for pupils, staff and visitors.

· Other duties commensurate with the grade of the post as directed by the Trust CFOO.