Job interview for School Admin assistant. Please help me get this job!

[farewellfigure]

AIBU to be absolutely terrified? This will be my first job interview in 17 years. I really badly want it. I've done some research into the school's policies, safeguarding, bullying etc. I've also thought about things like confidentiality (I'm friendly with a lot of the mums). What else do you think is likely to come up? Are there any admin assistants out there who can tell me what their job entails? Are there any curve balls the interviewers might throw at me?

HELP!

I've done university admin and private school admin. Its a lot about systems and processes, so I'd think about systems/processes you've set up or improved in the past and be ready to talk about them.

Eg if you set up a spreadsheet to do something more efficiently that was previously all done on paper, if you implemented routines or protocols somewhere that helped things go smoother...

A lot of interviews these days seem to be based on the interviewee being asked to give examples of specific times they've (for example) dealt with a difficult person, had to make difficult decisions about what to prioritise, had to learn a new skill very quickly etc etc. So look at the person spec and job spec and think of loads of examples of things you've done in the past that relate to them, would be my advice.

Forgot to say, good luck!

Thank you river. Someone else told me the other day about example based interviews so I must sit down and go through the list and think of things. I like your examples of learning a new skill, prioritising, dealing with people etc. I'll have a think.

I know I can do the admin side of things. But I've never worked in a school before and am worried I won't have enough knowledge or experience of school life. I guess if I don't know it, there's not much I can do about it really!

If they ask if you have any questions at the end, ask them if there is anything missing from your cv that would stop them offering you the job (but maybe a bit less direct than that) Then you can address it immediately. for instance if they say your lack of knowledge about system x you can let them know how you would rectify that -ie yes I have no experience in that but would be willing to go on a training course before I started job etc.....

If they ask you about something you don't have any direct experience of, you can relate it to experience that you do have. You may not have worked in a school, but could have other similar examples of where you've had to maintain confidentiality, adapt to a new environment or learn new systems (things that could come up).

Also, remember to prepare a few questions to ask them at the end.

Good luck!

yes , questions, questions.
For example 'what might be the typical problems I would have to deal with in the course of the day'?

my friend is a part time admin at the local primary school -

one of her questions was "You are alone: what would you do if a child ran into the office with his nose running with blood shouting that another boy had a big stick and was hurting kids in the toilets." (she said sit child in corridor on floor, leaning forward/wodge of tissues, bucket - go to sort out problem calling for help on the way)

and "what would you do if someone rang and said "X won't be in today and you heard screaming in the background" (relay concerns to staff member with child protection responsibilities)

She did say to me that after that it made her think twice about the job - but happily she has not come across either scenario in her 5 years...

good luck

I'd take a look at their last Ofsted too. Good luck.

Hi. Thanks for the ideas folks. I've been racking my brains to think of questions for the end so that's really helpful.

And I will think of scenarios where I've done something similar. This is great... you're all stars.

Their Ofsted report is an interesting one as they are in special measures and becoming an Academy in September. It's the school DS goes to. I'm planning on saying something about welcoming change, and hoping I can support the school through this period of change and adaptation to new things.

Somewhere those scenarios are absolutely terrifying. I know something will come up to do with safeguarding as a friend has warned me about it. I hope I can come up with answers that although not necessarily 'right' (I don't know what the right thing would be with the first scenario), that at least show I'm calm and can cope in a crisis. I've read the school's safeguarding policy. That aspect of things makes me feel absolutely sick to my stomach. It's so sad.

If you're known to be friendly with lots of parents, I would find a way to mention the importance of confidentiality.

Remember to smile & if you are asked a hard question, don't be afraid to pause and say something like 'that's a good question'. Gives you a minute and makes interviewer feel that they're doing a good job.

Emphasise skills in listening, note taking, spelling, punctuation and grammar!

Don't say that's a good question. It comes across as patronising.

Good luck.

Seeing what our school admin does I'd say be prepared to do anything, to be a parent to the children and the parents, always sound happy when you answer the phone and take snacks. You don't always get lunch....

How big is the school?

Good luck!

don't say 'that's a good question' but if you do need a stalling question say something like 'gosh that has put me on the spot, let me think...'

It's not massive justusemyname. About 380 children.

I've got a good example of confidentiality, when I had some info that the local press and local councillor were trying to wheedle out of me, so I can use that as I did not blab!

Much bigger than our school then. I hope it goes well. Is it primary age?

I've been for about 10 school admin interviews & never got them they always went to a friend/relative of someone there or someone with previous exp of SIMS. There were a lot of scenario based questions & knowledge the IT systems they use. Good luck let us know how you got on

Just to add, several times in the interview for this type of job I was interviewed by a small group of children from the school council. I really enjoyed that part of the interview but it could throw you if you're not expecting it! I was in school admin for about 4 years and loved it...my advice would be to think back to your own school days and how you would have wanted staff to behave towards you I.e. Kind and approachable rather than scary dragon! Sounds obvious but this kind of job is very different to an ordinary admin job in an office, because you're surrounded by children all day. Best of luck

Hi Fresher. My one worry is that the job has already gone (iyswim) to someone. However there are two people interviewing and my friend (who's a TA) says she thinks it's very unlikely that the head would let the job be given to someone because they are are friend or relative. I have everything crossed that it will be awarded on merit alone. The head is new and not from this area.

My knowledge of SIMS is zip, zero, diddly squat which could be a problem. I'm going to stress that I've used and even helped to set up other IMSs and am a fast learner.

I'd love to be interviewed by the children! I've already thought that if they ask how I will treat the children, my answer will be how I expect my own DS to be treated.

Feeling a bit sick tbh about the whole thing.

You can answer most questions initially by saying "first of all you have to think what's best for the children....." It buys you thinking time and if the head doesn't have the same attitude, you don't want to work there anyway.

IMO a big deal is made of experience of Sims, possibly because head's don't use it much and admin assists like to feel important . There's a help line and a manual, if you can read and use a computer, you'll be an expert on SIMS within a few days.

Hi farewell that sounds positive then, honestly round here I think equal opportunities would have a field day, there's three sets of 2 generations of teachers & at least 5 mum/daughter admin & ta staff. Next door neighbours aunties cousin etc!!! Perhaps it's easier than someone random who hasn't worked for 15 years & therefore references probably won't even remember!! I understand tbh

I have just returned from an admin interview and was asked to answer multiple choice questions on spellings (approx 10), Basic maths (again, 10), alphabetising names etc.

If you are rusty in this area (and I am not suggesting that you are) it may be worth brushing up on this area :)

Good luck

Hi, may I suggest you familiarise yourself with the school's mission statement. And "break a leg" at your interview. Remember to breath.

A few tips....

1. If possible, get some mock interview practice lined up with someone. The more practice the better.

1. Think about your key skills and how they'd relate to the job. Particularly for administration you want to talk about your ability to Multi-task, organisational skills, customer service skills (in terms of dealing with enquiries etc), proficiency in using IT packages like Excel, Word etc....and give practical examples of you being able to demonstrate these skills.

1. Do your research!!! Look at OFSTED reports, read up on the history of the school, make sure you know a few bits of information about the environment you'll potentially be working in. If needs be, have some notes and a copy of your CV with you....shows you're prepared.

1. Have at least 3 questions (min) to ask them at interview and remember you're interviewing them too!! One of my favourite questions I like to ask at the end of an interview is "Do you have any reservations about my application?", this way should they have any you immediately have an opportunity to counter it and impress.

1. It's a cliché to say it, but try to relax and be yourself!! Remember that you wouldn't be interviewed if they didn't believe you are a potential candidate to get the job!! Show that you're articulate, likeable, determined and have real desire to succeed (assuming this is you of course!) and that'll go a long way.

Wishing you the best of luck OP. Even if you don't get the job then this will be a valuable experience for you in terms of interview and make sure either way that you ask for feedback on how you've done. But that aside, go smash that interview

My friends interview was mostly around systems and financial experience.
Good luck!

In addition to confidentiality, be absolutely sure to educate yourself on Safeguarding (look it up on google and read about it) and mention your familiarity with the concept even if they don't.

Be very clear about the way you are able to multitask and stay calm under pressure

Unless you're not, make sure they understand how confident you are with IT, electronic systems, how quickly you learn them and how much attention to detail you have when entering records. Mention at least knowledge of some school systems such as SIMS and Schoolcomms.

Being a good team player and understanding the pressures that school leadership and teachers are under is helpful too.

Good luck!

I work in by school. The office staff do all kinds of everything there, nd their knowledge is great!

Main day to day responsibilities (although not sure how other schools work) include finances, paying bills, ordering etc
They greet visitors and provide them with the correct paperwork...visitor badges, work permits etc
They liaise with lots of agencies over the phone.
They do attendance
They take phone calls from parents, sometimes upset, rude, angry, etc and field phone calls for the SLT.

They decide there and then what has to be dealt with immediately (re parental concerns) and what can wait.

We too use school council to ask interview questions and their opinion genuinely has an impact on decisions made.

We had a lady start in the office a year or so ago. She got the job when she asked if she could pop in and have a look around the school before the interview. She came, was jolly, lovely and chatty etc. she had no school experience, but gave a good interview.

Sorry, I've rambled on.

Good luck!!