School Office Administrator

School Office Administrator

Chaigeley School, Lymm Road, Thelwall, Warrington, WA4 2TE
Full-time 8:30am to 4:30pm. Monday to Friday, term time only
NJC Payscale Scale 2 to 4, Spine 5 to 11
Actual Pay £22,631.00 to £24,894.00
To start as soon as possible

About us
Chaigeley School is a Non-maintained Special School that caters for young people between the ages of 8 and
16 who experience Social, Emotional and Mental Health (SEMH) difficulties. We provide a specialist
environment where all pupils have an Education, Health and Care Plan (EHCP). Our school ethos is rooted in
the Quaker principle of respect for the individual and valuing every person's contribution. We are an Ofsted-
rated 'Good' school committed to supporting every pupil to achieve their best. Our Vision is to prepare and
empower our young people with all the skills they need to live independent lives, become valued members of
the community and achieve their true potential.

The Role
We are seeking an organised, professional and approachable School Administrator to provide and
administrative support to staff, pupils and parents. The post holder will play a key role in the smooth day-to-
day running of the school office.

The role includes handling telephone calls and face-to-face enquiries with empathy and professionalism,
maintaining accurate records on the school’s information systems, and supporting staff with a wide range of
administrative queries. You will be responsible for updating pupil records, supporting admissions processes,
liaising with parents, assisting with the school office processes and supporting the Assistant School Business
and Finance Manager.

The post holder will also have responsibility for coordinating pupil transport arrangements, working closely
with staff, local authorities and transport providers to ensure clear communication and accurate records. In
addition, the role supports supply staff processes, maintaining compliance records, and assisting with office
administration.

Health and safety, security and safeguarding are integral to this role. You will be expected to follow school
policies and procedures at all times, take part in emergency procedures when required, and demonstrate a
strong understanding of safeguarding responsibilities in line with Keeping Children Safe in Education. The role
may evolve over time to meet the changing needs of the school.

The Candidate
The successful candidate will be an experienced administrator who is able to manage competing priorities
calmly and efficiently. You will have excellent communication skills and be confident liaising with parents,
pupils, staff and external agencies. A high level of accuracy, confidentiality and professionalism is essential.

You will be comfortable learning and using a range of IT systems, maintaining high-quality data, and
supporting others with system queries. A flexible, proactive and team-focused approach is vital, along with
reliability and patience. Understanding of a SEND/SEMH setting would be an advantage, as would prior
knowledge of school operations but is not essential.

Essential Qualifications and Experience:

•  Proven experience in general administrative duties
•  Ability to maintain detailed, accurate and confidential records
•  Strong oral and written communication skills
•  Ability to organise, prioritise and work effectively in a busy office environment
•  Confidence in liaising professionally with parents, pupils, staff and external bodies
•  Willingness and ability to learn new IT systems and processes
•  Competence in maintaining data quality across office systems
•  GCSE Maths and English at grade C/4 or equivalent
•  Understanding of safeguarding requirements, including Keeping Children Safe in Education
•  Understanding of GDPR principles
•  Willingness to undertake training as required
•  Clear and enhanced DBS check

If you've got what it takes to join our amazing team, complete the application form located on our website
www.chaigeley.org.uk and email it across to HR@Chaigeley.org.uk no later than Midnight on the 1st
February 2026. Please include a brief supporting letter outlining your suitability, skills and
experience for the role. Interviews will take place shortly after the closing date.

You are welcome to come and visit the school prior to submitting your application. To do so, please email
your request to HR@Chaigeley.org.uk

This position is exempt from the Rehabilitation of Offenders Act 1974. Therefore, the successful applicant will be required to disclose any
relevant criminal convictions, cautions, reprimands, or final warnings.

An Enhanced DBS check will be undertaken for the successful candidate. An online check will be carried out for all shortlisted candidates
and references may be requested prior to interview. Our school is committed to safeguarding and promoting the welfare of children and
young people and expects all staff and volunteers to share this commitment.

We are an equal opportunity employer and value diversity. We are committed to creating an inclusive environment for all employees and
encourage applications from individuals regardless of race, gender, age, disability, sexual orientation, or religion. If you have a disability
and need any adjustments to help you with an interview, then let us know and we will be happy to work with you to find out more about
what you need.

All personal information provided in the application process will be handled in accordance with data protection legislation and will be used
solely for the purposes of recruitment and selection.

Job Description
School Office Administrator

Responsible for
School reception duties and administration support for staff and pupils in school.

Main Purpose
To undertake reception and administration work for school as directed by the senior leadership team (SLT) and
the Assistant Business & Finance Manager. Within the conditions of service, the post holder will be responsible to
the Business & Finance manager and in consultation with the Assistant Business & Finance Manager.

Job Profile

Administration and Office Duties
•  Handle  incoming  telephone  calls  in  line  with  the  established  procedures  ensuring  that  empathy  is

shown with parents/carers and pupils.  Taking clear messages when necessary.
Log calls on Arbor, the schools information system and forward messages to the relevant recipient.

•
•  Cover the school reception duties in the absence of the school receptionist.
•  Attend to simple photocopier faults i.e. paper jams, toner.  Report all other faults to the supplier’s

engineer immediately.
•
Sort incoming mail and distribute
•  Prepare outgoing mail for posting.
•  Write procedures for all aspects of work within your area and review and update when required.
•  Manage car bookings, ensuring the cars are signed in and out and car bags have all the necessary

•
•

items inside.
Support staff with queries as needed.
Flexibility is required, as the post holder may be asked to assist other Support Services teams during
staff shortages or special events, for example supporting kitchen operations.

•  Create and distribute the school newsletter.
•  Prepare new staff identification badges, staff photos and key sets ensuring these are delivered on the

first day of employment.

•  Preparedness to undertake other team member responsibilities in their absence.

Information Systems and Data Management
•  Ensure that pupil files are always kept up to date within Arbor including new pupil information, CTF

files and transport details

Input Census information in Arbor as required and complete Census when due.

•  Manage and ensure the integrity of digital consent forms on ParentApp
•
•  Maintain  the  quality  of  the  data  held  in  all  associated  office  systems  including  but  not  limited  to
Arbor, Inventry, Parentapp, and collaboration spaces such as the  365 calendar, white board, Teams
and Sharepoint.
Supporting admissions, leavers, and transitions
Support the administration of pupil exclusions by ensuring accurate recording, documentation, and
statutory coding in line with DfE guidance.

•
•

Transport
•

Liaise with staff and Education Authorities in co-ordinating pupils transport requirements and ensure
that the information is communicated to all parties.

•  Maintain records of transport arrangements for each pupil.
•  Co-ordinate transport for any pupils subject to after-school detentions and maintain records of taxi

bookings etc., completing detention log.

•  Arrange any ad-hoc travel requirements for pupils as required.
•  Complete transport reports to Local Authorities as requested.
•  Approve taxi drivers/escorts work sheets.

Supply Staff and HR Support
•  Oversee  the  supply  staff  bookings,  ensuring  that  all  necessary  paperwork  is  on  file  and  the  supply

staff tracker and SCR is well maintained.

•  Assist in maintaining the schools SCR
•
Support with HR admin requests.
•
Support during recruitment drives.

Security, Health & Safety
•  Ensure  that  you  are  familiar  with  all  aspects  of  health  and  safety  including  security,  fire  safety  and

emergency procedures, so that established good practices are adhered to.
•  Take part in and undertake any emergency fire drill or emergency evacuation.
•  Undertake training in the safe use of fire extinguishers and any other health & safety training when

required to do so or as instructed.

•  Have an awareness of security.
•  To adhere to the Health and Safety policy and procedures

Safeguarding

All staff are expected to have an understanding and adhere to the school’s Safeguarding Policy (including
Child Protection) and the document “Keeping Children Safe in Education” produced by the Department
for Education.

At all times, carry out his/her responsibilities with due regard to the schools policies and procedures,
for example Equal opportunities policy.

From time to time undertake to review the job description and alter it in accordance with the changing
needs of the school.

The post holder may reasonably be expected to undertake other duties commensurate with the level
of responsibility that may be allocated from time to time by a member of the Governing Body, SLT or
the assistant business & finance manager.

This job description is relating to the present post holder.  As with all job descriptions it is open for review
and should be seen only as an indication of possible duties and not set in stone.

Person Specification - School Office Administrator

Experience, Knowledge & Skills
Proven experience in general administration duties
Ability to maintain detailed and accurate records
Ability to effectively arrange and communicate transport information.
Ability to liaise professionally with parents, pupils, staff and external
bodies.
Ability to support staff with various queries
Good oral and written communication skills
Ability to work in a busy office environment
Ability to embrace and learn new IT Systems, processes and procedures
Understanding of school operations
Experience of a SEND/SEMH environment

Personal Attribute
A flexible approach to work
Reliability and professionality

A strong commitment to maintaining confidentiality
Excellent communication manner
Ability to relate to children
A proactive approach to tasks
Tolerance, understanding, patience and humour

IT Proficiency
Competence in maintaining data quality across associated office systems
Ability to embrace and learn new IT Systems
Ability to use a range of systems such as MIS Systems, Microsoft suite

Education, Qualifications and Training
Maths and English at grade C/4 or equivalent
Willingness to participate in training courses
An understanding of Keeping Children Safe in Education (Training Given)
An understanding of GDPR (Training Given)
Health and Safety Awareness (Training Given)

Other
Clear DBS Check

E/D
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Evidenced via
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Desirable
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Application/Interview
Application/Interview
Application/Interview
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Evidenced via
Interview
Interview
Interview
Interview

Interview
Interview
Interview

Evidenced via
Application/Interview
Application/Interview
Application/Interview

Evidenced via
Application/Checks
Interview
Interview
Interview
Interview

Evidenced via
Checks