Office Administrator –
Full time, 39 weeks per year
Start Date: ASAP
Reporting to: Office Manager
KEY RESPONSIBILITIES
- Other duties may be added to or removed from this job description, depending upon the qualifications, expertise and experience of the successful candidate.
- The ideal candidate will have previous experience working in administration in a busy environment
- To be the first point of contact for visitors and parents whether that be on the telephone or in person.
- To respond to emails in a timely and appropriate manner, direct and forward queries to other members of staff for their action, as required
- Responsibility for managing electronic registers and attendance lists
- Provide administrative support to School trip leaders including the booking of venues and coaches.
- Ensure pupil records are kept up to date
- Responsible for the preparation of the school/parent weekly correspondence
- The production of printed material for school events, e.g. sports day, concerts, school productions
- To assist with School and pupil filing, document retention, correspondence and other records in line with the School’s Data Protection Policy
- Sports Fixture administration, including emails and liaising with Sports Co-ordinator
- Co-ordinate School Photographs throughout the year.
- Supervision of Teaching Assistants on TA days.
- Will be a qualified First Aider or willing to undertake this training and associated administration as part of the role.
- Assist the Office Manager with any other tasks that arise during the School day.
Essential criteria:
- A commitment to promoting the safeguarding and wellbeing of children
- Conscientiousness with the energy and enthusiasm directed towards the smooth running of the School office/reception
- Enthusiastic with a willingness to go the extra mile and a ‘can-do’ attitude
- Flexible with the ability to work efficiently as part of a team or independently as required
- A professional, yet caring and compassionate approach to dealing with children
- Excellent interpersonal and communication skills and able to deal confidently via email and telephone or face-to-face
- Ability to deal sensitively with and build rapport with children
- Commitment to promote the aims and ethos of the School and understand the nature of independent education and of the high expectations within the sector
The closing date for applications is 5pm on Sunday 2nd November 2025.
Application is by form only. The Application Form, may be downloaded from our website oldvicarageschool.co.uk or from this job advertisement. Candidates should complete the School’s Application Form electronically and email it to secretary@oldvicarageschool.co.uk.
Old Vicarage School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Applicants will be required to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS). The School will carry out online searches on shortlisted candidates as part of the process of assessing suitability.
The post is exempt from the Rehabilitation of Offenders Act 1974 and the School is therefore permitted to ask job applicants to declare all convictions and cautions on a self declaration form in advance of attending an interview (including those which are “spent” unless they are “protected” under the DBS filtering rules) in order to assess their suitability to work with children. Please ensure that you include the names of two referees and details of employment since leaving school. As the position involves working with children the successful applicant must be willing to undergo child protection screening appropriate to the post (including checks with past employers) and will be subject to an Enhanced Disclosure and Barring Service check.
Formal interviews will be held end of week commencing Monday 3rd November 2025. However, the School reserves the right to interview and appoint ahead of the advertised closing date, should an appropriate candidate be found. Applications will be reviewed as they are received, therefore early submission is encouraged
We are an equal opportunity employer. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
