BFHA Admin Assistant supporting docs April 16

Permanent Admissions & Office
Administrator (Term time only)
Recruitment Information Pack
June 2016
Bilsthorpe Flying High Academy
Part of the Flying High Trust
Crompton Road
Bilsthorpe
Newark
Notts
NG22 8PS
Head of School: Ms Lisa Turland
Telephone: 01623 870772
Website: www.bilsthorpeflyinghighacademy.co.uk
E-mail: hballard@bilsthorpefha.org

Admissions & Office Administrator (Term time only)
Salary: Grade 4, point 19-23 (£18,376 - £20,849 pro rata)
Location: Bilsthorpe Flying High Academy, Crompton Road, Bilsthorpe, Notts, NG22
8PS (part of the Flying High Trust)
Head of School: Ms Lisa Turland
Roll: 233 (2-11 years) including 67 pupils (EYFS)
We are looking to appoint an efficient and friendly permanent full time (Term Time
only) Admissions & Office Administrator, to join our busy office team.
Our admin team works to ensure the smooth running of the school on a daily basis, and
provides a welcoming and efficient reception service to our parents, visitors, children
and staff.
The successful candidate will be well organised, able to understand the importance of
confidentiality and work well under pressure alongside being able to use their own
initiative, as and when required.
Closing date: Wednesday 29 th June at 5pm. Interviews to be held Thursday 7 th July
Visits to the school are highly recommended, telephone 01623 870772 for an
appointment.
Bilsthorpe Flying High Academy is committed to safeguarding children and promoting
the welfare of children. All staff and volunteers are expected to share in that
commitment. The post is subject to enhanced DBS disclosures. Governors welcome
applications from all, irrespective of gender, marital status, disability, race, age or sexual
orientation.
Application packs are available to download from
www.bilsthorpeflyinghighacademy.co.uk and should be returned via email to:
hballard@bilsthorpefha.org or by post to the above address, thank you.

Bilsthorpe Flying High Academy
Dear Colleague,
Vacancy – Permanent Admissions & Office Administrator (Term Time only)
Thank you for your interest in joining us at our wonderful school, Bilsthorpe Flying High
Academy which is a part of the Flying High Trust Partnership.
Bilsthorpe Flying High Academy is a school set in a rural location with a wonderful staff team
and delightful children that want to succeed. The school joined the Flying High Trust in October
2015 when it became Bilsthorpe Flying High Academy. I also began my first headship upon
joining the school in September. The school is therefore at a very exciting stage in its
development and we are keen to develop our staff team.
The successful candidate will be well organised, able to understand the importance of
confidentiality and work well under pressure alongside being able to use their own initiative, as
and when required.
We would expect you to:
•Offer a warm and friendly reception service
•Record and monitor pupil attendance
•Ensure that all pupil data on SIMS is accurate and current
•Organise school trips, after school clubs, etc
•Carry out general administrative duties such as photocopying, laminating, etc
We are looking for someone who can remain calm and cheerful in a busy environment, that is
able to prioritise and often re-prioritise and work hard to ensure that the needs of our pupils
and wider school community are met.
The successful candidate will undertake a broad range of administrative, clerical and financial
duties; will be fully computer literate and possess excellent word processing skills.
Visits to the school and an informal meeting with the Trust Business Manager, Helen Ballard, are
highly encouraged. Please also visit our school website www.bilsthorpeflyingacademy.co.uk to
find out more about our school, ethos, vision and values.
We very much look forward to hearing from you and meeting you soon.
I wish you every success with your application.
Yours sincerely
Ms L Turland
Ms L Turland
Head of School

Bilsthorpe Flying High Academy
Part of the Flying High Trust
Crompton Road
Bilsthorpe
Newark
Notts
NG22 8PS
Head of School: Ms Lisa Turland
Bilsthorpe Vision and Ethos
We are a community school that nurtures, develops and stimulates our children
providing wide ranging opportunities that enable them to achieve in all areas of the
curriculum. We have the highest expectations in terms of our school and there are no
excuses when it comes to underachievement. Our children can and will achieve
nationally expected standards and beyond. We will raise confident children who take
risks with their learning and continually strive to achieve more and be creative. The
school and community will have a shared responsibility to support each other and the
school will be a reflection of our whole community. There are 7 school values which lie at
the heart of everything we do and our ethos is based on these values: pride, confidence,
creativity, responsibility, perseverance, aspiration and enjoyment. Everything that takes
place will be related to these values and both staff and children will have a shared vision
and understanding of what these values feel like and look like in reality.
The children of Bilsthorpe Flying High Academy are pivotal in the leadership of the school
and their viewpoint and ideas are accounted for in all decisions that are made. Children
and their best interests will lie at the heart of everything that we do and the team ensure
that they listen carefully to what is said.
We aim high, reach for the stars and we don’t say we can’t do it, we say we can’t do it…
yet.
If this is a vision and ethos which you aspire to, we hope that you will apply to join our
team.

Bilsthorpe Flying High Academy
Job Description
Job Title:
Reporting to:
Work Location:
Disclosure Level:
Hours of work:
Admissions & Office Administrator
Head of School, Bilsthorpe Flying High Academy and Trust
Business Manager
Bilsthorpe Flying High Academy
Enhanced
37 hours per week, term time only
Duties & Responsibilities
Duties
General
To receive all visitors to the school in a friendly and professional manner
ensuring they feel welcome and attended to.
To establish and maintain excellent relationships with pupils, parent/carers,
staff and other professionals.
To be part of the office team to answer the telephone, deal with queries, take
messages.
Be responsible for maintaining a tidy and well organised office environment.
Be responsible for the school email account and respond to queries as and when
required.
Comply with and assist with the development of policies and procedures, and
report all concerns to an appropriate person in respect of safeguarding, child
protection, health, safety and security, confidentiality and data protection.
To produce word-processed documents for the Senior Leadership Team and to
undertake associated administrative tasks.
To draft general correspondence and to produce documentation, i.e. letters,
policies, schemes of work etc. using appropriate technology, e.g. Word, Publisher,
and Excel.

Manage pupil data by ensuring that all required pupil data is up to date and
accurate i.e. FSM figures, ethnicity codes, SEN status, pupil results and issue
UPN’s.
To establish and ensure maintenance of accurate filing systems including
computerised files.
To produce a database of standard letters files to ensure school wide consistency
and to ensure their use by all staff.
Supporting Governing Body Committees including typing and distribution of
minutes etc.
Liaising with the School Health Service or appropriate agencies in relation to
pupil welfare.
Have responsibility for the school diary, updating and ensuring cohesion of
school events.
Liaising with staff for organising school visits, camps and extra-curricular
activities.
Annually update the staff handbook and contacts list.
To be responsible for the administration of school photos.
Admissions
To be responsible for the admissions process for the school and acting as the
school’s Admissions Officer (including Pre School, Nursery intake and waiting
list, Reception intake – in liaison with the LA, mid-term admissions and leavers
including CTF’s and Year 6 transfers). To be fully aware, understand and apply
the criteria for admission of pupils to the school.
To maintain a register of children’s details to be admitted to the school using
SIMS.
To maintain full and accurate pupil records including individual folders and
ensuring the electronic files on SIMS are kept up to date in a timely fashion.
To administer CTF’s both incoming and outgoing using SIMS.
To ensure all admissions are put onto SIMS prior to admission dates and are
transferred to current role on the day of their arrival into school and to pass on
relevant information to the Class Teacher, SENCO and Head of School.
To be responsible for ensuring all school admission packs are kept up to date and
distributed in liaison with the relevant staff members.
To meet and greet prospective parent/carers and to help with queries regarding
admissions to the school and to conduct tours of the school.
To liaise with the LA and collate information relating to appeals for pupil
admissions as and when required.
To ensure Year 6 pupil files are prepared ready to forward to the relevant
secondary school at the end of the academic year and to liaise with new schools
as and when appropriate.

Attendance
To maintain accurate and up to date attendance and lateness records. To ensure
on-going monitoring of attendance for all children and to promote good
attendance across the school.
Ensure registers are checked daily for absence and lateness and follow up any
absences by telephone or other means.
To be responsible for contacting parents/carers of children who are absent from
school. To ensure any queries regarding absent children are dealt with through
the appropriate channels: Class Teacher, Parent/Carers and Senior Team and to
follow school procedures to request details for unknown absences. To ensure full
and accurate records are kept.
To ensure all absences are recorded on SIMS on a weekly basis.
To process and record children who arrive late, leave during the school day and
those who are collected late after the end of the school day.
Identify individuals and/or groups of children that may require additional
support to improve their levels of attendance and punctuality and assist in
raising standards.
Identify and implement intervention strategies to address poor attendance and
celebrate excellent attendance.
To be responsible for maintaining full accurate records and to complete
statistical returns regarding pupil attendance and punctuality as required by the
school, the LA and the DfE.
To prepare relevant attendance certificates for both individual pupils and
classes.
PA to Head of School
To provide confidential secretarial and administrative support to the Head of
School in the form of typing, word-processing, filing etc.
To use own initiative to deal with telephone calls and correspondence on behalf
of the Head of School.
To take minutes at meetings as required and to disseminate relevant issues to
the office team from weekly briefings as appropriate.
To arrange refreshments including lunches for visitors as required.
Draft and produce letters, documents, reports etc. for the Head of School.
Undertake research to provide information for the Head of School and Governing
Body when required.
Appreciate and support the role of other professionals, and establish
constructive relationships and communicate with other agencies and
professionals.

Finance
Ordering, processing and payment for all goods and services provided to the
Academy within budget limits agreed in the Academy’s Finance Policy.
Preparation of invoices, proper collection, checking and banking of cash or any
other income.
Maintain the Academy’s asset register.
To process and administer all expenses claims.
To process and administer supply and overtime timesheets
Responsibilities
Promote the school vision, aims and objectives as outlined in the School
Development Plan.
Comply with all the school policies and procedures relating to child protection,
security, confidentiality and data protection, reporting all concerns to the
appropriate person.
Undertake professional development activities to enhance personal development
and job performance, through provision of training or mentoring.
Attend relevant school meetings, as well as any other meetings associated with
this role.
To undertake other duties appropriate to the post that may reasonably be
required from time to time.

Bilsthorpe Flying High Academy
Person Specification
Admissions & Office Administrator
The Person Specification is an important part of the application process and will be used to
shortlist candidates. You will need to demonstrate in your supporting statement/application
form how you meet the following criteria.
Essential
Desirable
Qualifications
& Training
Good general qualifications at
least to GCSE, particularly in
English and Maths
Be numerate and accurate
Excellent communication skills,
both verbal and written
Administrative/Secretarial
qualification
Experience Worked in an office environment
Experience of working successfully
and co-operating as a member of a
team
Experience in effectively managing
a range of communication
methods
A working knowledge of SIMS and
school/academy admissions
procedures
Experience of processing orders,
paying invoices and undertaking a
payment run.
Worked in a school office
environment
Experience of working with
children
Experience of undertaking payroll
administration
Professional
Values
The ability to establish and
maintain good professional
relationships with pupils, parents
and colleagues
Have a flexible approach to
working and be supportive of
colleagues, sharing workloads
where appropriate
Demonstrate a consistently teamcentred
approach to work
Have an understanding of
priorities in respect of working
within a school environment

Knowledge &
Understanding
Understand the statutory
requirements of legislation
concerning Safeguarding, including
Child Protection, Health & Safety
and inclusion
Be confident in use of Excel, Word,
email and database programs
Skills Promote the school’s aims
positively
Establish and develop appropriate
relationships with parent,
governors and the local
community
Communicate effectively (both
verbally and written form) at all
levels to a variety of audiences e.g.
pupils, parents, staff, parents,
visitors
Promote a positive working
environment
Be able to prioritise workloads in
an environment with conflicting
demands
Have excellent time management
and organisational skills
Be able to work under pressure
and meet deadlines
Produce accurate work
Have and demonstrate initiative
Be able to learn new skills quickly
and follow procedures
Experience of working with school
management programmes
Make suggestions for changing
established working practice
where there may be a more
efficient or effective alternative
Personal
Characteristics
Be knowledgeable and highly
competent
Be punctual
Have a calm and patient nature
Be approachable and empathetic
Be creative and enthusiastic
Be organised and resourceful
Be able to multi task
Be discreet, tactful and appreciate
the need for confidentiality
Be committed to providing the
best possible outcomes for pupils,
the team and the school
Be of smart appearance
Have a good rapport with children
and be able to communicate
effectively and appropriately with
all children across the school

Special
Requirements
Be willing to undergo an Enhanced
Disclosure and Barring check
Be willing to undergo a preemployment
health check
Be able to produce 2 satisfactory
references