Administrative Assistant, Fixed Term, Torphichen Primary School (395.08) C/D 21/06/17 INTERNAL APPLICANTS ONLY

West Lothian Council

This vacancy is no longer advertised

25 hrs per week, 39 weeks per year, salary pro rata - Fixed Term until June 2018

Applications for this post will only be accepted from current employees of West Lothian Council (this includes casual and agency staff who are currently undertaking work for us)

Secondment opportunities must be discussed with your current line manager prior to submitting an application for this post.

Interviews for this post will be w/c 26th June 2017

The key duties of this post are:

Provide administrative support to school management team e.g. Minutes, reports, letters etc. Assist with production of general school reports e.g. Improvement Plan, Quality & Standards Report etc Provide admin support for school functions and events e.g. Buses, School trips, Prize giving etc. Ensure property maintenance schedules and timetables are checked and updated and liaison with FM staff where appropriate. Maintain inventory system for all school equipment process information for pupils on free meal entitlement and liaise with Education Services regarding eligibility Assist with administration in relation to outings and excursions e.g. transport, records, parental consent forms etc and administer paperwork such as parental consent forms
Data Management
Initiate, implement and maintain records on school MIS system (SEEMIS) and produce reports where necessary e.g. Registration, attendance and free school meals list etc. Ensure data is maintained and controlled to comply with SCOTXED returns. Effective organisation and quality control of all school and council literature e.g. Parents handbook, student diaries, parents newsletter etc. Communication Manage reception function and ensure effective flow of communication across all staff, pupils, parents and visiting services e.g. Mail, email, telephone messages etc. Continually revise and update communication methods in accordance with council policy.
Security/Health & Safety Ensure adherence to Council School Security Policy e.g. ensure visitors' protocol is adopted and followed. Assist Head Teacher in ensuring compliance with Health & Safety procedures e.g. school trips etc. ICT First line responsibility for reporting and recording IT issues for MIS System and other admin software. Ensure office/support staff have access to adequate training on the tools used within the school.
HR Ensure correct paperwork is completed for central HR for new starts, staff changes, leavers etc. Maintain records and comply with Staff Absence Management policy e.g. Timesheets, returns to Payroll etc.

The skills and experience you must have are:

Reasonable standard of education Secretarial qualifications. Excellent word processing skills Experience of working with IT applications in an office environment. Ability to work effectively in a team Experience of working in an office environment Excellent interpersonal skills.

This post is considered Regulated Work with Vulnerable Children and/or Protected Adults, under the Protection of Vulnerable Groups (Scotland) Act 2007. Preferred candidates will be required to join the PVG Scheme or undergo a PVG Scheme update check prior to a formal offer of employment being made by West Lothian Council.


Applications must be made online at

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