ADMINISTRATION ASSISTANT [Scotland]

To provide comprehensive, effective and efficient administrative support to the school.

• Support all Administration within the school including photocopying, filing, communication with professionals, parents, other schools and residential homes as well as Spark of Genius staff and Senior Management.
• Answer incoming telephone calls, dealing with queries appropriately or passing on messages to the relevant people.
• Greeting visitors, ensuring they are signed in correctly and aware of any Housekeeping requirements (eg Fire procedures etc)
• Assisting with maintaining young people’s records including paper records and electronic records on admin drive, spreadsheets and databases and ensuring that all documentation is present and correct and ensuring confidentiality at all times.
• Assisting with maintaining young person attendance records and reporting these accordingly.
• Assisting with auditing and maintaining Safe Hold and Serious Incident Log and raising any issues with your team – archiving of forms.
• Annual records audit.
• Playing a role in creating, personalising, tracking and distributing letters, invites, contracts and other documents to external stakeholders.
• Helping to arrange meetings using calendars and setting up meeting rooms for internal meetings and organising catering if required.
• Taking minutes for meetings, including staff meetings and education meetings within the School as required.
• Assisting with Financial Administration duties where required (eg receipts, petty cash etc)
• Assisting the education staff, collating and creating resources for lesson plans