A Guide to Working in Education

If you have ever wondered what does a school administrator do, you are certainly not alone.

School administration is one of those roles that can look very different from one education setting to another. In a school, college or training provider, administrators are often the people who keep information moving, support staff and students, organise important processes and make sure that the day-to-day running of the organisation is as smooth as possible.

It is also a role that is sometimes underestimated.

Behind every well-organised school is a team of people making sure that communication happens, records are maintained, deadlines are met and the right people have the information they need.

So, what does a school administrator do?

What is a school administrator?

A school administrator provides administrative and organisational support within an education setting.

The exact responsibilities will depend on the size and type of organisation and the particular administrative role. A small primary school may have an administrator who supports a wide range of activities, while a large secondary school or college may have several administrators working in specialist areas.

School administrators can work in:

• Primary schools
• Secondary schools
• Sixth forms
• Colleges
• Independent schools
• Special schools
• Training providers
• Universities and other educational organisations

The role is varied, which is one of the reasons many people enjoy working in education administration.

What does a school administrator do?

There is no single list of duties that applies to every school administrator, but the role can include a wide range of responsibilities.

Communication

Communication is a major part of school administration.

Administrators may communicate with:                                                                                                                                   

• Parents and carers
• Students
• Teachers and support staff
• Senior leaders
• Governors
• Local authorities
• Suppliers
• External organisations (for example the Department for Education)

This could involve answering telephone calls, responding to emails, preparing correspondence, passing information to colleagues or making sure that messages reach the right person.

Being able to communicate clearly and professionally is therefore an important skill.

Through our work supporting schools, we see every day just how varied the role of a school administrator can be. One administrator might spend their morning supporting parents and their afternoon working on data, while another may be responsible for admissions, attendance or supporting a particular department. That variety is one of the things that makes the role so interesting.

Managing information and records

Schools deal with a huge amount of information every day.

Administrators may be responsible for entering, updating and retrieving information from school systems and ensuring that records are accurate and up to date.

This could include student information, contact details, attendance records, correspondence, forms, staff information or other administrative records.

Accuracy matters. A small administrative error can sometimes create much bigger problems further down the line.

Supporting school processes

School administrators often support the processes that allow the school to operate effectively.

Depending on the role, this could include:

• Organising meetings
• Preparing documents
• Maintaining records
• Processing forms
• Supporting admissions
• Assisting with attendance administration
• Ordering supplies
• Raising purchase orders
• Supporting school events
• Managing diaries and appointments
• Preparing reports
• Maintaining filing systems

The list can be extensive and no two days are necessarily the same.

What skills does a school administrator need?

You do not necessarily need to have worked in a school before to have many of the skills required for an administration role.

Some of the most valuable skills include:

Organisation

School administrators often have several tasks competing for their attention.

Being able to prioritise, manage deadlines and keep track of what needs to be done is essential.

Communication

You may communicate with a wide range of people throughout the day, so being professional, approachable and clear is important.

Attention to detail

Schools handle important information, so accuracy is vital.

Whether you are entering information into a system, preparing a document or sending an email, checking your work carefully can prevent mistakes.

IT and digital skills

Modern school administration relies heavily on technology.

Administrators may use email, Microsoft Office, school management information systems, online forms, databases and other digital systems.

You do not necessarily need to know every system before starting a job. Being confident with technology and willing to learn are often just as important.

Problem-solving

Things do not always go according to plan.

A meeting changes, a parent needs an answer urgently, a colleague cannot find information or a deadline suddenly moves.

Good administrators are often excellent problem-solvers because they can remain calm, work out what needs to happen and find a practical solution.

Confidentiality and professionalism

Schools handle sensitive and confidential information every day.

Administrators need to understand the importance of confidentiality, data protection and professional boundaries.

Trust is an important part of working in education.

Is school administration a good career?

For the right person, school administration can be a very rewarding career.

It offers the opportunity to work in an environment where your contribution has a direct impact on students, staff and the wider community.

It can also provide opportunities to develop your career.

Someone might begin in a general administrative role and, with experience and additional training, progress into a specialist administrative position, senior administration, school operations, data management, exams administration or other areas of education support.

One of the biggest attractions is the variety.

You are unlikely to spend every day doing exactly the same thing.                                         

Do you need qualifications to become a school administrator?

There is no single qualification that everyone must have before becoming a school administrator.

Job requirements will vary between employers and roles.

Employers may look for previous administrative experience, good communication skills, IT skills and evidence that you can work accurately and professionally.

For someone who is new to education, however, understanding how schools operate can be extremely useful.

This is where training can make a difference.

How can I become a school administrator?

If you are considering a career in school administration, start by looking at the skills and experience you already have.

Perhaps you have worked in an office, customer service, hospitality, healthcare, business or another environment where you have developed organisational and communication skills.

Those skills can often transfer into education.

The next step is to understand the education environment itself.

What does a typical school day look like?

How do schools communicate with parents?

What systems might administrators use?

What does confidentiality mean in an education setting?

What challenges might you face?

Understanding these areas can help you feel much more confident when applying for an education administration role.

Why school administrators are so important

It is easy to think of school administration as simply paperwork and answering phones.

In reality, the role is much broader.

Administrators help connect people, information and processes.

They may be the first person a parent speaks to when contacting a school. They may help a new member of staff settle into their role. They may organise an important meeting, process information, support a school event or help a senior leader meet a deadline.

They are often working behind the scenes, but their contribution is visible throughout the organisation.

A well-organised administrator can make a significant difference to how efficiently a school operates.

Want to develop your confidence as a school administrator?

If you are new to education administration, considering a career in a school or simply want to develop your existing skills, training can be a valuable way to build your confidence.

Our School Administrators Training Course has been designed for people working in, or looking to work in, education administration. The course is suitable for schools, colleges and training providers and focuses on professional, interpersonal and practical skills, with real-life examples and activities.

The course takes approximately three hours and can be completed at your own pace, with certification provided on completion. Find out more about our School Administrators Training Course

Frequently Asked Questions

What does a school administrator do?

A school administrator provides administrative and organisational support to help an education setting operate effectively. Duties vary but can include communication, record keeping, data entry, meeting organisation, admissions, attendance administration and supporting staff, students and parents.

What skills does a school administrator need?

Important skills include organisation, communication, attention to detail, IT skills, confidentiality, professionalism and problem-solving.

Can I become a school administrator without school experience?

Yes. Many administrative skills are transferable from other sectors. Understanding how education settings operate and completing relevant training can help you develop your knowledge and confidence.

Do school administrators need qualifications?

There is no single qualification required for every school administration role. Requirements vary between employers. Relevant administrative experience, IT skills, communication skills and education-specific training can all be valuable.

Is school administration a good career?

School administration can be a rewarding career for people who enjoy organisation, communication, problem-solving and working as part of a team. There are also opportunities to develop and specialise as your experience grows.

Final thoughts

School administrators are an essential part of the education workforce.

They are not the people standing at the front of the classroom, but they help create the organisation and structure that allow everyone else to do their jobs effectively.

If you are organised, approachable, professional, enjoy helping people and like solving problems, school administration could be a career worth exploring.

And if you are already working in education administration, remember that your role matters. The work you do every day helps keep your school running.

Can I take the course without school experience?

Yes. Many administrative skills are transferable from other sectors. Understanding how education settings operate and completing the training can help you develop your knowledge and confidence. Learners should have a general interest in school operations, administration, and supporting educational environments.

Do I have to pay extra for a certificate?

A e-certificate is provided on completion of the course.  We do not charge extra for certificates on any of our courses undertaken.

Do I need any qualifications to take the course?

No prior qualifications are needed.

 

About the author
Paula Wood is the Founder and Director of Exam Officers & Data Solutions Ltd. With nearly 20 years’ experience supporting schools, colleges and universities with examinations management, compliance and training, she is passionate about helping education professionals navigate the complexities of the exam cycle with confidence.

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Exam Officers & Data Solutions Ltd