Admin Systems Manager – 3 Days per Week

Job Advert

We are seeking an organised, proactive and technically confident Admin Systems Manager to oversee and develop the school’s

administrative systems,MIS, payment systems, data management and information retention processes, ensuring they operate

efficiently, accurately and securely.

The successful candidate will have excellent organisational and communication skills, a strong attention to detail, and the

ability to manage confidential information. Knowledge or previous experience of a school Management Information System (MIS) is

desirable, although training can be provided for the right candidate.

Key Responsibilities

* Manage and maintain the school’s administrative systems and databases, including MIS, ordering, bursary and payments systems

* Support the school's timetabler with all aspects including options, periodic changes , effective roll up

* Support assessment set up and have an understanding

* Ensure deadlines are achieved for data collection including but not limited to - census, assessment etc

* Develop and implement data analysis Maintain accurate and up-to-date pupil, staff and school records.

* Support the effective use of the school’s MIS, including data entry, reporting, cleansing and system administration.

* Support the school’s payment systems, including monitoring transactions, reconciling payments, allocating payments, trip

administration and resolving routine payment queries.

* Ensure payment accounts, balances and payment information are maintained accurately and kept up to date including and not

limited to student bursary and payment platforms for school and students.

* Liaise with parents/carers and relevant staff regarding online payments, refunds, credits and payment queries.

* Support with purchasing and procurement processes including raising purchase orders, reconciling and ensuring compliance

* Produce reports and provide accurate information to school leaders, staff and external agencies as required.

* Manage pupil admissions, registrations, transfers and leavers in accordance with school procedures.

* Support attendance administration and ensure relevant records are accurately maintained.

* Assist with statutory data returns and census requirements.

* Act as the school’s Data Retention Champion, supporting the implementation and ongoing management of the school’s data

retention and disposal procedures.

* Maintain and review appropriate data retention schedules, ensuring records are retained for the required period and securely

disposed of when no longer needed.

* Work with staff to promote good practice around data storage, retention, archiving and secure disposal.

* Monitor compliance with the school’s data retention procedures and escalate any concerns where appropriate.

* Maintain confidentiality and ensure personal and sensitive information is handled appropriately.

* Liaise with staff, parents/carers, local authorities and external organisations when required.

* Identify opportunities to improve administrative processes and make better use of technology.

* Provide guidance and support to colleagues using administrative systems.

* Troubleshoot routine system issues and liaise with software providers or IT support where necessary.

* Maintain appropriate filing, document management and record-keeping systems.

* Undertake other administrative duties appropriate to the role.

Person Specification

Essential

* Excellent administrative and organisational skills.

* High level of accuracy and attention to detail.

* Good IT skills and confidence using databases, spreadsheets and Google.

* Ability to manage, analyse and present information effectively.

* Excellent written and verbal communication skills.

* Ability to work independently, prioritise workload and meet deadlines.

* Ability to maintain confidentiality and handle sensitive information appropriately.

* A proactive approach to identifying and improving administrative processes.

Desirable

* Previous experience working in a school or education environment.

* Knowledge and experience of a school MIS, such as SIMS, Arbor, Bromcom, ScholarPack or similar.

* Experience of managing school online payment systems.

* Experience of school attendance, admissions or pupil-data administration.

* Experience or understanding of data retention, information governance and secure records disposal.

* Understanding of statutory school data requirements.

* Experience of producing management reports and analysing data.

What We Offer

* A varied and rewarding role within a supportive school environment.

* The opportunity to develop and improve the school’s administrative systems, payment processes and data-management procedures.

* Flexible working across three days per week.

* Training and professional development opportunities.

* The opportunity to work closely with school leaders and staff to improve efficiency, data management and information

governance.

We are looking for someone who is reliable, approachable and solutions-focused, with the confidence to take ownership of school

administrative systems, manage payment processes and support with ordering and champion good practice in data retention and

information management.

About TKAT

The Kemnal Academies Trust (TKAT) is one of the largest Multi-Academy Trusts in the South & East of England with 45 Primary and

Secondary Academies in the TKAT Family. Our ultimate aim is to ensure we drive educational standards through the provision of

outstanding teaching, leadership and learning for all. Within the #oneTKATfamily, the shared and common purpose is to work

together as a community of schools to ensure that every child, whatever their background, receives a high quality education. We

place a high value on collaboration; ‘achieving more together’, giving staff the opportunity to come together and learn, ensuring

a shared sense of purpose across our network and by sharing expertise across the TKAT family.

We reserve the right to close the vacancy early should we receive a significant number of applications.

Safeguarding

TKAT is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this

commitment. Offers of employment will be subject to the full safer recruitment process, including an enhanced disclosure and

barring service check.

Flexible working

TKAT recognises the value of enabling our employees to develop their career and balance this with their commitments and interests

outside of work. In TKAT we promote flexible working practices and opportunities to promote a positive work life balance.

Our Commitment - Equity, Inclusion, Diversity and Belonging

At TKAT, we are committed to Equity, Inclusion, Diversity, and Belonging. We embrace and celebrate differences, value individual

experiences, aspirations, and achievements, and continuously learn how to grow better together. We actively encourage applications

from candidates of all backgrounds, as we believe diversity strengthens our community and drives us forward.

Access to interview

Be Who You Are at TKAT - should you be selected and invited to interview please let us know if you require us to adapt the

recruitment process to enable you to participate as your authentic self. We want applicants to be able to engage with us in ways

that support who they are and we are committed to making adjustments within the recruitment process and within the workplace.