Purpose of the post
•Ensure that the people of Gwynedd are at the heart of everything we do.
•Support the effective management of Gwynedd primary schools by ensuring an administrative and financial service of quality.
•This Authority is committed to safeguarding and promoting the well-being of children and young people, and expects all its members of staff and volunteers to share this commitment.
Responsibility for functions
•Laptop and communication equipment.
Main duties
The main purpose of the post is to provide a quality administrative and financial service to a cluster of primary schools in Gwynedd.
To provide first class administrative support to the schools in accordance with the Service Level Agreement and the services in which the schools have invested in. The Assistant will contribute positively to the ethos/work and general objectives of the schools and the Education Business Centre.
The Assistant will be responsible for working independently, showing initiative and creativity in dealing with all aspects of the job. Work should be planned and prioritised on a daily basis to achieve tight timetables while adhering to details and accuracy when completing the following tasks:
Finance:
•Process schools' orders and invoices, ensuring compliance with the Council's financial regulations.
•Take a lead role in budget planning, monitoring and evaluating, including reconciling expenditure, updating budget information and preparing budget reports as required.
•Open and close the financial year.
•Receive cheques and invoices from schools' Funds and process them.
Use the SIMS.net programme to:
•Prepare the pastoral structure of classes;
•Input pupil information;
•Prepare the Annual School Census and the Attendance Census;
•Receive and transfer electronic files (CTF);
•Produce the School Workforce Annual Census (SWAC) Report;
•Administer the Pupil Level Annual School Census (PLASC);
•Prepare and Administer baseline assessment processes and KS1/KS2 pupil assessment processes;
•Produce pupils’ annual reports;
•Input personnel/staffing information;
•Produce monthly milk reports for the schools;
•Produce monthly dinner reports for the Ancillary Service.
Schoolcomms System
•Administer the process of paying for school meals as required;
•Set and receive online payments, assist parents with making payments and oversee payments that are made online, as required.
Supply Teachers
Arrange supply teachers at short notice to cover during the absence of the school's teachers.
Governors
•Collate minutes, membership, Headteacher's reports, annual report and school handbook in a timely manner in conjunction with the Clerk of Governors or School Clerk.
•Prepare documents for the nomination and election of the school's Governing Body.
Schools' Telephone Calls and Officer Telephone Calls Answering System
•Receive telephone calls professionally and ensure that they are transferred to the school by following an agreed procedure.
•Deal with the voicemail system.
•Deal with the phone calls of Officers of the Schools Service, assist in any emergency, log and transfer messages.
Pre-paid Envelopes
Process schools' orders for pre-paid envelopes.
Other
Assist the Leader and Deputy Leader in leading and training new School Support Assistants.
Support the administrative staff of other schools in order to improve their systems and the support given to the Headteacher.
Respond to enquiries and resolve general problems on behalf of the Headteacher.
Check the DBS forms of school staff, check and record details of their evidence and ensure that the documentation is valid and current, as required.
•Responsibility for self-development.
•Ensure compliance with Health and Safety rules in the workplace in accordance with the responsibilities noted in the Health and Safety at Work Act 1974 and the Council’s Health and Safety Policy.
•Operate within the Council’s policies in relation to equal opportunities and equality.
•Responsible for managing information in accordance with the Council’s information management guidelines. Ensure that personal information is treated in accordance with Data Protection legislation.
•Commitment to reducing the Council’s carbon emissions in accordance with the Carbon Management Plan, and to encourage others to act positively towards reducing the Council’s Carbon Footprint.
•Undertake any other reasonable duty which corresponds to the salary level and responsibility level of the job.
•Responsibility to report any concern or suspicion that a child or vulnerable adult is being abused.
Special circumstances
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