School Administrator Apprentice at Oakley School

Oakley School

Kent, TN2 4NE

Closes in 16 days (Sunday 23 February at 11:59pm)

Posted on 7 February 2025

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Summary

Welcome visitors, conduct ID checks, manage calls, and handle queries. Process cash transactions, monitor attendance, and coordinate lunch orders and school visits. Assist with EHCPs, schedule meetings, liaise with authorities, and manage documentation. Support leadership, update records, manage calendars, and assist with marketing.

Wage
£19,999 a year

Minimum wage rates (opens in new tab)

Your hourly rate is £11.96 per hour, £442 per week. As this is a term time only position, you will be paid 45.25 weeks per year, including your annual leave allowance. This is split equally over 12 monthly increments.

Training course
Business administrator (level 3)
Hours
Monday to Friday, 8.30am - 4.30pm. Term time only.

37 hours a week

Possible start date

Monday 3 March

Duration

1 year 6 months

Positions available

1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

Reception

  • Welcoming and processing all visitors, carrying out identification checks where appropriate and ensuring school safeguarding procedures are adhered to e.g. electronic signing in/out, issuing visitor badges and processing DBS Identity checks etc.
  • Together with the administration team, being the first point of contact for all telephone calls into the main switchboard, investigating queries, assessing the nature of telephone calls, referring them to the appropriate person without referral to the line manager where possible
  • Receiving visitors in a courteous, prompt and efficient manner, to ensure that staff, contractors, families and members of the public who contact the school are dealt with efficiently and consistently
  • Receiving dinner money, trip funds, donations etc. and transferring to the Finance Office
  • Supporting the monitoring and reporting of attendance
  • Supporting the collation of daily lunch orders and liaising with the catering staff where appropriate
  • Arranging school visits for perspective parents.

Administration

  • Supporting the team with administration of Education, Health and Care Plans (EHCP), Annual Reviews and New Pupil Reviews for Nursery Children and School Pupils:
  • Working with Teaching Staff (including Phase Leaders and the SLT) and other admin staff, as well as liaising with families and external agencies
  • Ensuring that appointments are arranged between all relevant parties in accordance with the annual plan (either virtual or face-to-face) and correctly entered into the School/Senior Leadership/Teachers’ calendars
  • Liaising with/informing the Local Authority about dates for meetings/Reviews
  • Requesting reports from Therapists and other involved third parties, if applicable, in advance of the meetings
  • Preparing the agreed documentation/templates in readiness for the meeting
  • Issuing the necessary paperwork to parents and carers prior to the meeting
  • Finalising and processing the paperwork after the meetings for return to the Local Authority within legal timescales
  • Keeping accurate correspondence and records relating to the EHCP workflow.

Office Administration

  • Providing admin support to members of the Leadership Team as required including preparation of documents, Governor papers, arranging meetings, co-ordinating diaries, note taking, liaising with staff, families and external professionals etc.
  • Maintaining and updating pupil information on the school’s MIS database (Arbor) and on pupils’ files
  • Entering site school events, meetings, appointments etc. in the Whole School Calendar and Leadership/Teacher calendars and entering visitors and guests into InVentry (electronic signing in/out system)
  • General office and administration tasks to support the smooth running of the school
  • Assist with producing marketing and promotion material for the school.

Skills

  • Discretion in dealing positively with confidential, sensitive or difficult information and situations
  • The ability to interpret and follow instructions 
  • A willingness to take responsibility and use initiative 
  • A keenness to develop new skills and abilities, take responsibility for personal development 
  • Self-confidence, self-motivation and a well-developed sense of humour 
  • Commitment to support colleagues through effective teamwork, and work as part of a team
  • Evidence of commitment to equal opportunities
  • Suitable to work with vulnerable children and young people and the ability to understand and apply professional boundaries
  • Willing and able to travel to and work across all our sites

Where you’ll work

Oakley School

Pembury Road

Tunbridge Wells

Kent

TN2 4NE

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

PROFILE DEVELOPMENT AND TRAINING LIMITED

Your training course

Business administrator (level 3)

Equal to A level

Course contents
  • Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
  • Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
  • Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
  • Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
  • Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
  • Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
  • Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
  • Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

  • Level 3 Business Administrator Apprenticeship Standard
  • Preparation for End Point assessment
  • Work-based and tutor-supported online training delivery
  • Level 2 Functional Skills in English and maths if required
  • https://www.instituteforapprenticeships.org/apprenticeship-standards/business-administrator-v1-0

Requirements

Essential qualifications

GCSE in:

  • Computer and IT literate including Microsoft (grade 9-4 or A* to C)
  • Maths and English (grade 9-4 or A* to C)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

  • Communication skills
  • Attention to detail
  • Organisation skills
  • Customer care skills
  • Problem solving skills
  • Presentation skills
  • Administrative skills
  • Non judgemental
  • Patience
  • Discretion
  • Sensitive
  • Confidentiality
  • Willing to learn
  • Self-Confident
  • Committed
  • Team work
  • Flexible, resilient and calm
  • Interpersonal skills
  • Follow instructions

Other requirements

This post is exempt from the Rehabilitation of Offenders Act (ROA) 1974. Appointment to posts exempt from the ROA will be subject to the successful candidate obtaining an enhanced disclosure from the Disclosure and Barring Service (DBS) to KCCs satisfaction. Oakley School is committed to the fair treatment of its staff, potential staff or users of its services regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background. Where applicants have declared a criminal record, the relevance and circumstances of the offences will be considered in relation to the post applied for. Having a criminal record will not necessarily bar that person from working with us.

About this company

We are the district Special School for children and young people from 3 to 19 years with a wide range of special educational needs located in our Tunbridge Wells and Tonbridge (post-16) sites Our Mission: Children and Young People at the heart of all we do. Our Ethos: Work Hard, Be Kind, Have Fun & Stay Safe Our Vision: To give all our children and young people opportunities to engage, explore, discover and develop their independence – to become confident, resilient, happy and well prepared for a positive and meaningful future.

http://www.oakleyschool.co.uk (opens in new tab)

After this apprenticeship

  • Potential permanent employment

Ask a question

The contact for this apprenticeship is:

PROFILE DEVELOPMENT AND TRAINING LIMITED

Vicky Davies

vicky.davies@profiledt.co.uk

The reference code for this apprenticeship is VAC1000300688.

Apply now

Closes in 16 days (Sunday 23 February at 11:59pm)

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