Office Administrator

Role Purpose

The Office Administrator plays a pivotal role in the daily operations of the college, acting as the central point of contact for staff, students, families and external agencies. This role is essential in ensuring the smooth, safe and efficient running of the office, while also supporting the wider college community in delivering high quality education and care to children and young people with Special Educational Needs (SEN) and Social, Emotional, and Mental Health (SEMH) challenges.

The Office Administrator must demonstrate exceptional organisational skills, emotional intelligence and a deep understanding of the unique needs of vulnerable learners. The role requires a proactive and compassionate individual who can manage a wide range of administrative duties with professionalism, direction and a child-centred approach.

The post holder will be responsible for maintaining accurate records, supporting safeguarding and compliance processes, coordinating communication across the college and contributing to a welcoming and inclusive atmosphere.

Key Responsibilities

• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
• To contribute towards the planning, development and organisation of the support service systems and procedures.
• Undertake a wide range of clerical and administrative tasks.
• To adhere to IT systems proficiently to ensure the smooth running of systems including Microsoft Teams and Microsoft Outlook and Office.
• NCFE and Century administration.
• Record office expenditure.
• To maintain pupil records and be responsible for completion and submission of forms.
• Distribute student reports and administration.
• Stationary ordering/office supplies/resources.
• Preparation for Staff Inset and training days.
• Promote staff development and training.
• Check that data protection laws are being adhered to in relation to the storage of data.
• Maintain and manage the condition of the office and arrange for necessary repairs in conjunction with the maintenance team.
• Designated Fire Marshall.
• Designated on site First Aid contact

As part of your role, you may be required to undertake additional tasks or responsibilities that
are reasonably within your skillset and capabilities, in line with business needs. This ensures
flexibility in supporting the team and adapting to changing priorities.

Skills and Abilities
• Excellent Communication – able to communicate clearly and sensitively with students, families, staff and external professionals.
• Organisation skills – Strong ability to manage multiple tasks, prioritise workload, and meet deadlines in a busy environment.
• Empathy and Patience – understanding of the challenges faced by children with SEN and SEMH and the ability to respond with compassion and care.
• Discretion and confidentiality – Trusted to handle sensitive information appropriately and in line with safeguarding and data protection policies.
• IT Proficiency – Confident using Microsoft office (Word, excel, Outlook) and school management systems.
• Problem-Solving – Able to think on your feet, resolve issues calmly and support the smooth running of the centre.
• Team Player – Willing to work collaboratively with colleges and contribute to a positive working environment.
• Attention to Detail – Accurate record-keeping and methodical approach to administrative tasks.

Experience and qualifications

Essential
• Proven experience in an administrative role, preferably in an educational or care setting.
• Excellent communication and interpersonal skills
• Strong organisational and time-management skills
• High level of discretion and confidentiality.
• Ability to work to strict deadlines.
• Proficient in Microsoft Office and school management systems
• Understanding of SEN and SEMH needs and a commitment to inclusive education.
• First Aid (willingness to achieve this)

Desirable
• Experience working in a special or care setting.
• Knowledge of EHCPs and SEND code of practice.
• Safeguarding training.

Behaviours and Attitudes

• Empathy: Foster a supportive environment that encourages understanding and compassion among students and staff.
• Integrity: Uphold honesty and strong moral principles in all interactions and decisions.
• Resilience: Encourage students to develop coping strategies and the ability to bounce back from challenges.
• Trust: Build a culture of trust where students feel safe to express themselves and take risks in their learning.
• Authenticity: Encourage students to be true to themselves and embrace their individuality.
• Commitment: Instil a sense of dedication to personal growth and the learning process.
• Honesty: Promote transparency and truthfulness in all communications and assessments.
• Enjoyment: Create a joyful learning environment where students find pleasure in their educational experiences.
• Learning: Encourage a lifelong love of learning and curiosity about the world.
• Respect: Cultivate an atmosphere of mutual respect among students, staff, and the wider community.