Business Administration apprentice Winston Way Academy

What you will do in your working day

As an apprentice you will have contact with students, parents, teachers, governors, visitors and a wide range of other organisations, therefore you will need to be flexible and have strong interpersonal skills.

General Administration

• To support the school’s administration function with primary responsibility for the operation of Arbor which is the MIS used across the schools.
• As first point of contact you will provide a welcoming and professional reception service to all visitors and callers to the school via email, telephone calls and face to face, following safeguarding procedures.
• Responsibility for adding/removing/editing pupils on Arbor with all relevant information including entitlement to free school meals and including the transmission and downloading of CTF files.
• To assist the teachers with bookings on Arbor for trips and maintain associated records.
• Management of door access fobs and ensuring new staff members are set up on the school inventory system/liaising with IT department.
• Maintain the school’s information and display boards.
• Monitor, respond to and distribute incoming communications by post and e- mail to ensure a timely response is given.
• Manage the office email inboxes for all schools.
• To take minutes at meetings, as required.
• Oversee and/or organise school events, i.e., Coffee mornings/Forum meetings/Parent Evenings/Curriculum mornings etc. via communicating with each school to ensure a smooth running of events.

Finance

• Ordering and stock control of general office and school supplies ensuring best value for money. Posting purchase orders on the Focal Point system and receipting goods once received.
• Assist the Business Support Officer to coordinate the school clubs on Arbor (setting up and taking digital payments).

Admissions

• To maintain accurate and up to date records of all pupils on roll/waiting lists for places at the school.
• The candidate will organise the induction process for new starters (pupils).

Attendance Management

• To monitor and actively manage attendance and punctuality across the school to minimise absenteeism. This includes drafting and sending letters following the admissions and attendance policy.
• Ongoing monitoring of attendance and punctuality for all pupils.
• Ensure that registers are completed daily on Arbor.
• Send out letters of concern.
• Raise attendance issues with parents; meeting parents in order to support them to improve attendance and monitor the impact of actions.
• Record parent/carer absence calls and ensure that information is documented. File absence letters/medical letters in pupil files.
• Communicate with parents on first day of absence via phone call or emails.
   

Welfare

• Keep secure, clear, accurate and confidential records of students’ progress.

First aid

• With basic training, assist with pupil first aid/welfare duties, looking after sick pupils, liaising with parents/ staff etc.
• Place first aid orders to replenish stock as and when required.
   

Communications Management

• Draft communications (letters, emails etc.) on behalf of the Principal, and Heads of Schools.
• Manage the communications both within, and externally for all schools led by the Principal.
• Create information material for parents, i.e., newsletters etc. and communicate to parents and staff.

The training you will be getting

• Level 3 Business Administration apprenticeship (Standard) qualification.
• Skills, Knowledge and Behaviours.
• Day release to attend New City College, Havering campus (RM11 2LL) or Hackney (N1 6HQ).

What to expect at the end of your apprenticeship

Upon successful completion of the apprenticeship and the schools needs at that time, there may be the opportunities to progress to:

• Admin roles
• Senor admin roles
• Other departments within the cluster that is customer focused