School Office Administrator

HIGHFIELD PRIMARY SCHOOL
Bridgenorth Avenue
Urmston
Manchester
M41 9PA
Phone: 0161 748 6096
Email: headteacher@highfield-primary.trafford.sch.uk
Website: www.highfield-primary.trafford.sch.uk

SCHOOL OFFICE ADMINISTRATOR
NJC Band 2/3 depending on experience
36.25 hours per week
38 weeks + 5 inset days.

Purpose of role:
To be the main point of contact for the school reception and have a welcoming and professional manner to all parents, carers, staff, children and visitors. To provide clerical and administrative support to the headteacher and other staff.

Duties and responsibilities:
Reception, visitors and site security:
Provide a courteous and professional first point of contact for parents/carers, visitors, children and staff.
Ensuring all telephone enquiries are answered in a professional manner, and messages are passed on to the relevant members of staff.
Follow the school’s Visitor Policy and safeguarding procedures, ensuring visitors are recorded on arrival and departure using the approved visitor system and that visitor badges are issued.
Check identification of school visitors or contractors in accordance with school procedures.
Ensure visitors are directed to the appropriate person and escorted where required by school policy.
Raise safeguarding concerns immediately with the Designated Safeguarding Lead (DSL) or appropriate senior member of staff.
Receive and record deliveries and ensure they are passed on to the appropriate person.

Administration:
Using the school MIS system (Arbor) daily to report student attendance and record absences and appointments.
Create and update manual and computerised records through the school’s MIS system (Arbor), producing reports as required and administering end/start of year procedures according to school policy. Processing new starters and leavers
Use the school’s MIS system (Arbor) to communicate with parents/carers.
Maintain school dinner records and ensure all payments are received according to schools policy.
Provide clerical support to all staff including word processing, photocopying, scanning, filing, data entry and emails.
Monitor the school office email, MIS email from parents/carers and telephone enquiries. Respond to routine queries professionally and pass messages to the appropriate member of staff.
Sort and distribute incoming and outgoing post and deliveries, maintaining an orderly and professional office environment.
Maintain accurate records, ensuring information is stored securely and in accordance with school procedures.
Assist with school communications, meeting arrangements, diary updates and administrative tasks relating to school events, trips and activities as required.

Ordering and purchase orders:
Receive and check staff requisitions to ensure the required details are provided, including description, quantity, supplier, cost centre or budget code and evidence of approval.
Raise purchase orders on the school’s finance system (Access Finance) once the required authorisation has been confirmed, ensuring entries are accurate and complete.
Place approved orders with suppliers and retain order confirmations and supporting documentation.
Maintain records of orders placed, outstanding deliveries, order references and relevant correspondence.
Check delivery notes and goods received against the purchase order, recording discrepancies or damaged or missing items and following these up with the supplier or relevant member of staff.
Refer incomplete requests, orders outside delegated limits or requests without appropriate approval to the SBM before proceeding.
Invoice processing and finance administration:
Receive and log supplier invoices, checking that supplier details, invoice number, date, amounts and purchase order reference are present. Scan/download invoices to attached the schools finance system.
Match invoices to the approved purchase order and delivery note or confirmation that goods or services have been received.
Query discrepancies with the relevant staff member or supplier and maintain a record of outstanding queries and actions taken.
Enter or prepare invoice information on the school’s finance system, including coding and VAT information where trained, for checking and approval in accordance with school procedures.
Ensure invoices and supporting documents are organised and available for the SBM or authorised budget holder to review and approve before payment.
Refer any changes to supplier bank details for independent verification and approval by an authorised person.

Report suspected errors, duplicate invoices, unusual requests or possible fraud promptly to the SBM.

Safeguarding, confidentiality and data protection:
Understand and follow the school’s Safeguarding and Child Protection Policy, Visitor Policy, Health and Safety Policy, Finance Policy, Data Protection Policy and other relevant procedures.
Promote the welfare of children and act promptly on any concern or disclosure that may indicate a safeguarding risk, reporting it to the DSL or appropriate person in accordance with school procedure.
Maintain strict confidentiality when handling information about pupils, families, staff, visitors, school finances and school business.
Handle and share personal data only for authorised purposes, using approved systems and secure methods, in accordance with UK GDPR, data protection requirements and school procedures.
Follow health and safety, fire, emergency, equality and inclusion procedures, and report hazards, accidents, incidents or security concerns promptly.
Complete safeguarding, data protection, health and safety, finance-system and other relevant training required for the role.

Team working and professional responsibilities:
Work constructively as part of the school team and contribute to the positive ethos and effective day-to-day operation of Highfield Primary School.
Communicate clearly, courteously and professionally with pupils, parents, colleagues, suppliers and visitors.
Organise workload, prioritise tasks and meet deadlines while responding appropriately to interruptions in a busy school office.
Participate in supervision, performance review and professional development, and undertake training relevant to the role.
Undertake other reasonable duties consistent with the nature and grade of the post, as requested by the SBM or Headteacher.

Closing Date - Monday 23 November 2026 at 12 Noon