School Office Administrator

Job Title: School Office Administrator
Location: Putney, London, SW15 2BZ
Salary: Salary commensurate on experience
Job Type: Full Time, Permanent
Working Hours: Monday to Friday 8:00am to 4:30pm Term Time Only (Inclusive of 8 INSET days) + 2 weeks
Start Date: September 2026
About Us:
Merlin School is a well-established independent co-educational pre-prep for children aged 3-8 years, situated in Putney, London. We are non-selective and truly inclusive, providing a highly individualised education with a focus on breadth in the curriculum.
About the Role:
The Purpose of the role is to provide an efficient, welcoming and professional reception service and to deliver high‑quality administrative support across the school. The role ensures smooth daily operations, accurate data management, and effective coordination of events, communication, and compliance processes.
Responsibilities:
Reception Duties:
- Maintain the school's Reception area and Ballroom, ensuring both spaces are tidy, appropriately resourced, and presentable at all times.
- Provide a warm, professional first point of contact for visitors, parents, staff and pupils.
- Greet and welcome prospective parents attending school tours, ensuring the Ballroom is set up appropriately.
- Assist visitors with sign‑in procedures, ensuring safeguarding, safety and fire‑evacuation protocols are followed.
- Answer the door and telephone, screening and directing all enquiries promptly and professionally.
- Provide accurate information to parents and respond to general queries.
- Receive, sort and distribute deliveries.
- Order office supplies (e.g., paper) and manage office recycling (e.g., toner cartridges). Administrative Support
- Provide administrative support to the Head's PA as required.
- Manage staff training bookings and logs, including mandatory first aid, allergen training, safeguarding, and CPD tracking.
- Provide administrative support for school events such as Book Fair, Movie Night, Tea Parties and other community activities.
- Complete half‑termly attendance tracking and analysis.
- Assist with termly menu updates and upload information to the school website.
- Manage termly Games field bookings.
- Book coaches for Games, fixtures, trips, Sports Day and other school activities.
- Provide first aid support as required.
- Extract data from pupil, staff and parent questionnaires for SLT review.
- Complete EAL, ethnicity and religion data analysis and tracking.
- Assist with general maintenance coordination, including booking engineers for photocopiers, dishwashers, ovens and other equipment.
- Administer the annual Health & Safety Display Screen Equipment questionnaire.
- Support COSHH compliance processes.
- Oversee trip bookings and associated documentation.
- Complete monthly reconciliation of the school credit card.
- Track and submit termly information to the Accounts Department (clubs, smocks, trips, etc.).
- Set up Parents' Evening on the Parent Portal and manage associated administration.
- Manage Upper School clubs bookings.
- Maintain allergy lists and pupil allergy badges.
- Complete risk assessments for visitors and events.
- Maintain the after‑school club register.
- Support Assessment Week administration, including ordering assessments, returning completed assessments and downloading assessment data.
- Assist with summer fair administration.
- Prepare weekly pupil certificates.
- Track staff birthdays and coordinate acknowledgements.
- Collate tour dates and diary dates for publication
This list is not intended to be exhaustive
Management Information System Responsibilities:
- Support teachers with assessments and reports on Engage, including coordinating updates and changes.
- Conduct data tracking and analysis using the overall spreadsheet.
- Complete general trend analysis
- Manage set changes within Engage.
- Update PIFF, EAL, ethnicity and religion information on Engage.
- Experience with the Engage System, desirable.
Any other task or responsibility reasonably requested by the Head. This role enables, but is not limited to, the above responsibilities.
Person Specification:
An enthusiastic and motivated administrator with good IT skills and strong attention to detail to join our busy Administration. Excellent interpersonal and communication skills are essential together with an ability to work as part of a team and work calmly and accurately under pressure.
Skills & Attributes:
- Excellent communication and interpersonal skills
- Strong organisational ability and attention to detail
- Ability to manage multiple tasks and deadlines
- High level of confidentiality and professionalism
- Strong IT skills, including data systems (Engage experience desirable)
- Commitment to safeguarding and school values
Safeguarding
Merlin School is committed to safeguarding and promoting the welfare of children and young people. We expect all staff, volunteers, and visitors to share this commitment. Our recruitment process follows the principles of safer recruitment and is aligned with Keeping Children Safe in Education (KCSIE) guidance. All appointments are subject to satisfactory references, an enhanced DBS check, prohibition checks where applicable, right-to-work verification, and other relevant pre-employment checks.
Please click the APPLY button to submit your CV.
Candidates with the experience or relevant job titles of; School Admin Assistant, Administrative Officer, Office Administrator, Administration Clerk, General Administration, Office Assistant, Reception Administrator, Secretary, Support Administrator may also be considered for this role