Heartlands High School – Senior Office Administrator

Location: Haringey

Salary: £22,953.60 - £23,565.60 per year (S01 Point 23 - 25). Actual Salary £22,953.60 - £23,565.60

Job type: Part Time, Permanent

Apply by: 15 September 2025

Job overview

As a Senior Office Administrator, you will play a key role in ensuring the smooth operation of the school’s administrative functions. This role offers a flexible working arrangement, ideal for individuals looking to balance professional responsibilities with personal commitments.

Responsibilities

• Lead main reception and student services reception staff on a day to day basis in managing the school’s administration workload;
• Support the PA to Head of School and Customer Service Manager in ensuring customer service and administration is of the highest standard;
• Support the PA to Head of School and Customer Service Manager on a day to day basis to manage the school’s administration workload;
• Lead Main Reception on a day to day basis in managing the school’s administration workload;
• Ensure that the office is covered at all times during normal hours and on special event days;
• Organise the deployment of tasks, rotas and duties within the school’s general office and reception;
• Attend meetings to produce accurate minutes and organise relevant meetings including liaising with third parties;
• Send out whole school communications and proofread communications prior to issue;
• Process relevant reports and correspondence, presenting information in a variety of formats;
• Facilitate excellent communication and liaison with the team and with general school staff;
• Efficiently and effectively manage the reception including dealing with visitors and students and provide general support within the school;
• Oversee the distribution of post and messages;
• Provide a first aid support service in coordination with support staff and on call team;
• Ensure the switchboard is managed professionally and messages are taken and referred appropriately;
• Undertake HR and recruitment administration as led by the Customer Service Manager;
• Provide a security screening and monitoring service of visitors to the school;
• Cover Reception and Student Service Office when required;
• Compose and edit correspondence and meet and greet visitors as necessary;
• Open and sort mail and pass to relevant staff; ensure callers/visitors receive a professional response;
• Arrange hospitality for meetings and maintain office stationery supplies;
• Ensure the sale of School Uniform is administered from the Office; stock control and management of Uniform, including running the Uniform Shop;
• Assist with administrative aspects of the ParentPay system and respond to general enquiries;
• Set up new staff and maintain existing staff on the telephone system in liaison with other departments;
• Assist with recruitment administration and processes to ensure paperwork is completed within required timescales;
• Ensure the Heads Newsletter and weekly staff bulletin are completed;
• Be familiar with basic duties within the school and liaise with staff, students, governors, parents and visitors as needed;
• Resolve complaints in line with policy and provide First Aid support as required;
• Other reasonable duties as required by the Manager.

Additional Responsibilities

• Adhere at all times to the school code of conduct;
• Attend team and staff meetings and participate in open evenings;
• Uphold the school’s behaviour and Uniform Policy;
• Contribute to the academy’s objectives in service delivery by following Health and Safety requirements and initiatives;
• Support safeguarding and promoting the welfare of children and young people and ensure compliance with GDPR;
• Operate within the school’s Equalities policies and contribute to improving standards of attainment;
• Contribute to continual customer care and quality initiatives and maintain a caring environment for young people.

About Heartlands High School

Heartlands High School, Station Road, Wood Green, London, N22 7ST, United Kingdom

Phone: 020 8826 1230

Equal Opportunities

Heartlands High School is an equal opportunities employer and welcomes applications from all qualified candidates. We are committed to fostering a diverse and inclusive environment and encourage applicants from all backgrounds to apply. We operate a fair and open anonymous candidate selection process.

Safeguarding Commitment

Heartlands High School is committed to safeguarding and promoting the welfare of children and young people. We expect all staff and volunteers to share this commitment.

Employment Checks

All offers of employment are subject to: Enhanced DBS checks, thorough reference checks, online searches for shortlisted candidates, a prohibition from teaching check (where applicable), and additional pre-employment checks as per Keeping Children Safe in Education (KCSIE).

Important: Roles involving direct contact with children are exempt from the Rehabilitation of Offenders Act 1974. An online search is part of the standard pre-employment vetting process for shortlisted candidates. You can find our Candidate Privacy Notice on our Trust website.

Note: Tes content can include additional information; applicants should verify with the school for the latest details.