The School Office Manager plays a crucial role in creating a professional and welcoming environment for everyone who engages with the school.
The School Office Manager has an integral part within the school staff team. You will play a key role in ensuring that the school follows the correct policies and procedures in a number of areas, including Safeguarding, Health and Safety, financial management, and GDPR.
Our People Values:
Extraordinary Education, Extraordinary People, Extraordinary Futures - Through an extraordinary education, we empower pupils to be life-long learners and see their limitless potential. Respectful relationships and an unwavering focus on discovering talents and interests enable pupils to flourish and be extraordinary people. Together, we spark aspiration and drive achievement, so that pupils contribute positively to society and to their extraordinary futures in an ever-changing world.
* Our STARS values: Empowering staff to make a difference to children’s outcomes: Sharing; Trust; Achievement; Respect; and Safety.
* We expect our staff to deliver high-quality performance for our children, have a positive and proactive approach, be passionate about learning and CPD, listen to and work collaboratively with others, and engage in school and Trust life.
Accountabilities:
The Headteacher will hold the post holder to account. A Regional School Business Manager will support the role.
Key Purpose:
The School Office Manager plays a vital role in creating a professional, welcoming, and supportive environment for everyone who engages with the school. This includes dealing with complex and sensitive correspondence in a timely and appropriate manner.
Principal Contacts:
Pupils, parents, visitors, teachers, and other school support staff.
Key Responsibilities:
Operational Leadership:
Address operational concerns within the office and implement improvements to enhance efficiency. Ensure that accurate, up-to-date data is available as required. Promote a culture of wellbeing, equality, diversity, and inclusion within the school staff team. Complete all required data returns, including child and workforce census. Support the SLT to contribute to effective risk management and policy generation. Under the guidance of the Trust DPO, ensure the security of pupil and staff data. Maintain compliance with GDPR regulations and keep information up to date. Assist with data protection queries, handle potential complaints and breaches, respond to Subject Access Requests, and Freedom of Information requests in accordance with Trust policies. Ensure that guests to the school are appropriately vetted and aware of Safeguarding, health and safety, and emergency procedures. Oversee the maintenance of pupil records, including registration, admission and transfer procedures, and associated statistical analysis for the SLT and other relevant bodies to meet management and statutory requirements. Be aware of and comply with policies and procedures relating to child protection, security, confidentiality, and data protection, reporting all concerns to an appropriate adult. Establish constructive relationships with other agencies and professionals. Work with the SLT to provide direction and support to Lunchtime Supervisors.
Human Resources:
Under the direction of the Central HR team, oversee recruitment, onboarding, training, and induction of all school staff, ensuring that Trust procedures are followed. Manage employee records and staff MIS, including staff files, Single Central Record, attendance, and training records. Under the guidance of SLT, ensure compliance with HR policies and procedures. Support SLT with accessing advice and support for HR consultancy matters.
Estate Management:
Work with the SLT and the Trust Estates and Facilities Manager to coordinate the planned preventative maintenance of school facilities within the agreed budget and respond quickly and efficiently to unplanned events. Under the guidance of the Trust Estates and Facilities Manager, coordinate with external providers of repair and maintenance services. Monitor compliance with health and safety regulations, maintaining records as appropriate. Use school software to support the management of routine tasks. Manage the letting of school premises to outside organisations. Act as an immediate point of contact and support for site staff. Work with the SLT and site team to provide direction to the cleaning team.
Finance:
Provide the SLT with the data needed to plan, monitor, and manage budgets and expenditures. With the support of the Trust Finance Manager, review management accounts and explain variances. Create forecasts as required. Complete financial tasks relating to Nursery, including submission of Pre-School funding and invoicing. Ensure timely processing of invoices and payments. Under the direction of the Trust Finance Manager, review payroll reconciliation reports and explain variances. Take responsibility for balancing income and expenditure in relation to educational visits and other activities. Adhere to the finance policy in relation to purchases and payment of suppliers. Manage debt recovery, including monitoring balances, implementing collection strategies, and ensuring compliance with school policies.
Procurement:
Manage the procurement of school supplies, equipment, and services within the limits of the finance policy. Maintain inventory levels and ensure timely replenishment of supplies. Support the SLT to monitor the provision of outsourced support services, such as grounds maintenance and catering providers.
Marketing and Communications:
Work with the SLT to develop and support marketing strategies for the school. Manage internal and external communications, including newsletters, and written and verbal communication with parents. Ensure consistent branding and messaging across all communication channels. Work with the SLT to ensure our website is well maintained and compliant.
Other:
Undertake such other duties as directed and required from time to time. The school reserves the right to alter the content of this Job Description, after consultation, to reflect changes to the job or services provided, without altering the general character or level of responsibility.
The duties described in this Job Description must be carried out in a manner that promotes equality of opportunity, dignity, and due respect for all employees and service users and is consistent with the School’s Equal Opportunities Policy and Code of Conduct.
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