Administration Officer - Central Services Team - Ballakermeen High School -DOES-025347

Job Purpose: Join Ballakermeen High School’s Central Services team, providing finance and administrative support to help the school run smoothly. The role has a particular focus on purchasing, invoices and financial processes, alongside general school office duties, reprographics and supporting students and staff.  

Duties  
- Raise and process purchase orders and invoices accurately.
- Check, code and reconcile invoices against purchase orders and delivery notes.
- Help maintain financial records and monitor school expenditure.
- Process journal transfers and support budget tracking.
- Help manage the finances for school trips, including payments and reconciliations.
- Make bookings for travel, accommodation, courses and school activities.
- Liaise with suppliers and staff about orders, invoices and payments.
- Receive and check deliveries and ensure items are distributed correctly.
- Assist with cash handling, counting and banking.
- Help operate and resolve issues with the school’s cashless catering system.
- Respond professionally to telephone, email and face-to-face enquiries.
- Provide reception support and deal with incoming and outgoing post.
- Provide first aid support following appropriate training.
- Use school and Government systems including Arbor, ParentPay, Axapta and Infinity+, with training provided where required.
- Produce and proofread documents and maintain accurate filing systems.
- Manage the school locker system, including records, payments and keys.
- Help manage a busy reprographics service, including printing, photocopying and laminating.
- Assist students and staff with resources and basic issues such as password resets.
- Provide flexible administrative support across areas including attendance, communications and exams.
- Follow safeguarding, confidentiality, data protection and health and safety procedures.

Essential Skills  
- Excellent written and verbal communication and interpersonal skills.
- Experience in a customer-facing role and confidence dealing with enquiries by telephone and in person.
- Able to handle confidential and sensitive information appropriately.
- Excellent working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
- Good keyboard and general IT skills, with the ability to quickly learn new systems.
- Experience using computerised systems and office equipment including printers, photocopiers and scanners.
- High level of accuracy and attention to detail.
- Good problem-solving skills and ability to use your own initiative.
- Calm and disciplined when working under pressure.
- Confident communicating with students and staff at all levels.
- Enthusiastic, positive and able to work as part of a close-knit team.
- Flexible and willing to adapt as the role develops.
- Willingness to undertake First Aid training and deal with first aid issues, including supporting students with medical conditions.
- Able to work 37 hours per week plus 74 hours during school holidays as part of the Central Services rota.
- Flexible approach to working hours when required for school needs, meetings or training.
- Satisfactory police check.

Desirable Skills  
- GCSE Maths and English at Grade C/4 or above, or equivalent Level 2 qualifications, plus experience in a relevant area.
- Previous experience in an office administration or support role managing a busy workload.
- Experience working in a secondary school.
- Understanding of first aid procedures and supporting students with medical needs.
- Experience using financial or accounting systems – knowledge of AXAPTA would be an advantage but is not essential.
- Good planning, organisational and time-management skills.
- Knowledge of safeguarding, child protection and other relevant policies and legislation.
- Isle of Man Worker status.

A more detailed job description and person specification can be viewed by clicking here

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Salary & benefits

£25,342 - £27,941 pro rata per annum

Hours

37 hours per week - Term Time Only plus 2 Weeks