School Office Apprentice- Gravesend

The Office Apprentice will work as a key member of the school office team, providing support to and covering every function of this critical front-of-house function. The role includes dealing with visitors and incoming calls, photocopying, filing, handling mail, typing, first aid (once trained), maintaining up to date registers of attendance and a wide range of other support tasks to maintain the smooth administration of the school office.

Vacancy Information

Vacancy Overview

About the employer:

The Decus Educational Trust is a Multi-academy Trust operating two schools in Gravesend, Kent:  Gravesend Grammar School and Whitehill Primary School.  This job will be based completely at Gravesend Grammar School.

Employer website:

www.gravesendgrammar.com

Training to be provided:

  • On the job training from the Reception Manager/Attendance Officer.  First Aid at Work training will also be provided.
  • Level 3 Business administration apprenticeship.

Reporting Structure:

This position reports to the Reception Manager and Attendance Officer.

Job Purpose:

To support the smooth running of the school office, including working on reception, taking calls, greeting visitors, assisting with photocopying, filing, first aid, incoming and outgoing post and other administrative work.

Main Aspects of the Job:

  • Answer external and internal phone calls
  • Welcoming visitors to the school
  • Receiving and sorting incoming mail
  • Franking outgoing mail
  • Maintain hard copy student personal files, inserting correspondence, etc
  • Support to attendance officer (e.g. establishing whereabouts of students, filling/emptying register boxes, minor adjustments to registers)
  • Generating Attendance Reports for senior leaders
  • Stand-in for reprographics technician (photocopying) as required
  • Dealing with Ad-hoc student requests e.g. lost property, uniform issues, homework journals etc
  • Keeping stocks of forms / register print-outs at a good level
  • Shredding paperwork as appropriate
  • Produce letters for teaching staff as required
  • Ordering of stationery
  • First aid to younger students (once suitably trained/qualified)

Future prospects:

Progression with the Academy Trust is not guaranteed (this depends on a vacancy being available), however it is a good possibility.  Our three most recent apprentices (one Business Admin and two IT Technician) all had their contracts extended after completing their apprenticeship.  Two were given permanent contracts.  One is now studying for a degree apprenticeship with us.

Required skills:

  • Excellent Interpersonal skills for when dealing with parents and other visitors
  • A good standard of literacy (especially grammar and punctuation) and numeracy.
  • Good ICT skills, especially office applications and email.  Ability to learn new systems quickly (e.g. school attendance management system)

Required Personal qualities: 

  • Punctuality, reliability and trustworthiness.
  • Flexibility, adaptability and a willingness to work hard and learn new skills.
  • The ability to remain calm and polite under pressure.
  • Able to use own initiative and deal with competing priorities in a high pressure situation

Required qualifications:

  • Essential:  Level 2 (GCSE) English and Maths
  • Desirable:  Level 2 Business Admin

Things to consider:

  • Enhanced DBS check required (will be carried out by school)
  • The successful candidate will be expected to train in first aid (training will be provided by the school) and assist in dealing with minor first aid needs of younger students.

Other information:

The post is all-year-round, with 26 days of bookable holiday plus eight bank holidays.  Holiday should normally be taken in the school holiday periods.  The appointment will be offered on an 18-month fixed-term basis.

From April 2022 the National Minimum Wage (NMW) for Apprentices is £4.81 per hour. This applies to 16-18 year old Apprentices and those aged 19 and over in the first year of their Apprenticeship. For all other Apprentices the National Minimum Wage appropriate to their age applies. The wage for Apprentices applies to both time spent on the job plus time spent training.

 

Salary

£178

Working week

37 paid hours per week, all year round. Typical working hours 8am-4pm Mon-Thu, 8am-3.30pm Fri (includes a half-hour unpaid lunch break).

Employer

Gravesend Grammar School- Church Walk, Gravesend DA12 2PR

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