i

BREAK THROUGH

JOB DESCRIPTION

Post title – Administrator/Secretary to the Centre Manager

Provision – Break Through

Reporting to –– Centre Manager

Main Purpose of the Job

To provide administrative support to Break Through.

To support Break Through’s Centre Manager in a secretarial role.

To undertake the full range of duties associated with Break Through’s reception.

To undertake the full range of duties in maintaining systems and procedures.

The post holder will:

Have strong ICT skills are essential with a comprehensive knowledge of Microsoft Word, Excel, PowerPoint and Outlook. They will also possess good communication skills both verbal and written and have the ability to work independently or as part of a team.

At times, work flexible hours in order to complete tasks.

Main Duties

To ensure the smooth running of Break Through procedures and all administration work from other staff.

Update manual and computerised records/management information systems.

Undertake the full range of secretarial duties for the Centre manager, including drafting letters to ensure well-presented and accurate correspondence, reports and other documentation.

Undertake the full range of administration duties for staff and young people including photocopying, shredding, filling confidential information.

Centre manager with the preparation of pupil exclusion letters to parents/carers/guardian and documentation to referring schools and agencies.

1Break ThroughJob Description – ManagerApril 2016

i

BREAK THROUGH

Maintain the Break Through’s calendar and records, making appointments when appropriate including liaising with the Centre manager’s diary.

Undertake reception duties; act as first point of contact in response to telephone and face to face enquiries, sign in visitors.

Manage ordering, storage and inventory of supplies.

Manage petty cash ensuring financial records are accurate.

Ensure up to date leaflets and posters are available for display.

Support the administrative role within Break Through involving incoming and outgoing letters, filing, emailing, routine forms and dealing with telephone calls to guarantee an efficient and well-structured office system.

Manage persistent, confidential, queries from various sources in person, in writing, by telephone or by email to ensure that problems can be solved and that precise information given.

Liaise with referring schools and agencies to ensure correct procedures are met.

Maintain communication links with the Centre manager and face to face staff to ensure they are fully informed at all times.

Take and type minutes of meetings held by the Centre manager, directors and staff and distribute necessary documents and reports.

Keep accurate student records, including SEN information.

Maintain accurate records of number students on roll

Collate and monitor referrals, provide perspective parents/carers/guardians with information, ensuring necessary procedures are complied with.

Collate relevant forms for students leaving Break Through, update database and forward relevant files and records on when required, ensuring procedures are complied with.

Input data and produce reports related to rewards and sanctions.

Collect data and produce termly academic and behavioural reports on students.

Test the fire alarm system weekly.

2Break ThroughJob Description – ManagerApril 2016

i

BREAK THROUGH

Liaising with parents/carers/guardians to arrange meetings for pastoral support, returns from exclusions, referrals and attendance.

Ensure all data requested for the School Pupil Census meets the necessary deadline, prepare and complete Break Through’s pupil census.

Organise and distribute the termly newsletter.

Organise Break Through events such as open evenings, parent/carer/guardian evenings and award ceremonies.

Manage the day to day running of the centre.

The duties/responsibilities of this post may vary from time to time according to the changing needs of Break Through.

3Break ThroughJob Description – ManagerApril 2016