We now have an exciting opportunity for an experienced, professional and motivated Office Manager. You will be responsible for setting up the systems and processes required to run an effective and efficient school office; ensuring that all parents, carers, colleagues and visitors experience the best possible customer service along with supporting the Head of School to ensure our pupils receive excellent teaching and learning.
You will have previous experience running a busy and varied office environment, preferably within an educational setting however this is not essential. The Office Manager promotes the highest standards of business ethos within the administrative function of the school and ensures the most effective use of resources in support of the academy learning objectives. As a member of the school leadership team, makes a major contribution to the strategic direction of the school.
The ideal candidate will have:
* Excellent communication skills
* Attention to detail and high standards in all aspects of their work
* Flexibility and adaptability to learn new systems, processes and implement change under direction
* A resilient approach to challenging situations
* A positive, problem-solving approach to challenge
* A warm and approachable personality
* The ability to work really well both individually and as part of a team
* Proven leadership experience of administration and/or other teams
In return, we can offer you:
* A happy, friendly, welcoming school on an improvement journey
* Amazing children who are happy, motivated and eager to learn
* Opportunities for professional development, coaching and mentoring
* A supportive, creative and enthusiastic staff team
* Generous benefits and employment opportunities
The role will include:
Administrative
* Manage the full range of administrative support to the Headteacher and other leaders within the Academy
* Line manager members of the administration team to ensure effective customer service and administration provision to parents and other Academy colleagues
* Ensure all members of the administration team receive annual appraisals and performance management including assessing CPD for the team
* Devise and maintain effective office administrative systems to deal with any relevant paperwork including organising, storage, document retrieval and other information in both paper and computer based systems
* Attend meetings to take notes and document actions arising including supporting the Headteacher or senior leaders with any relevant preparation required
* Be responsible for liaison with any other relevant departments both within the Academy and wider Trust for any administrative requirements or contractor management
* Ensure any relevant processes or risks from an insurance provision are managed with direction from the Headteacher
* Management of any financial procedures within the Academy as directed by the wider Trust business support teams
* Support and manage the administrative team to ensure effective school messaging systems and where applicable any monies are collected and recorded appropriately e.g. dinner monies, trips and any other requirements
* Manage the process for parents undertaking visits to the Academy ensuring all relevant safeguarding procedures are in place
* Manage the admissions processes for the Academy including maintenance of waiting lists, allocation or spaces and other responsibilities in line with requirements
* Maintain pupil records and be responsible for completion and submission of relevant forms and returns including to outside agencies
* Ensure all visitors are greeted and supported effectively by the administrative team and that all relevant procedures are in place from a safeguarding perspective
* Ensure all the administrative team are compliant with any relevant statutory or Academy processes in relation to pupil or staff data, equality and diversity requirements, health and safety procedures and safeguarding policies
* Work with the Site Manager to ensure effective administrative support for any health and safety processes or contractor management
* Support and help coordinate any Academy events as required
Procurement & Resources
* Ensure value for money is always considered in Procurement.
* Obtain quotes and approval as outlined in the Scheme of Delegation.
* Maintain an Asset Register in line with Trust policy.
* Be responsible for ordering resources ensuring best value in line with Trust procedures
* Operate and manage resource allocation of IT equipment and other system to ensure these remain fit for purpose with the IT team
* Assist with the marketing and promotion of the school as required
HR
* Have knowledge of all of the Trust’s HR policies and follow procedures as outlined in relevant policies.
* Manage the recruitment process writing Adverts, updating Job Descriptions and ensuring all recruitment checks are carried out prior to interview and references are received, gaining authorisation/liaising with the Trust where required.
* Assist with the Headteacher shortlisting and support with the interview process as required. Send out offer letters and arrange for contracts to be raised.
* Ensure all pre-employment checks are carried out and personnel files are updated with the correct documentation.
* Ensure all new starters are thoroughly inducted in line with Trust procedures and probation policies are followed
* Record all DBS checks on a Single Central Record and ensure that it is fully compliant and is in line with Ofsted requirements. Keep up to date with safeguarding legislation.
* Complete Starter and Leaver forms and Variations to Contract letters or forms.
* Inform Payroll of any contract changes and pay increases.
* Enter any contract and salary changes on HCSS and SIMS.
* Monitor Staff Absence on the Management Information System.
* Carry out performance management on line managed staff
* Ensure all pension documentation for Teachers Pensions and LGPS is completed on time.
Payroll
* Complete all HR paperwork for example, changes of contracts and salary changes and ensure the HR system is updated daily as required
* Review all overtime, unpaid leave, expenses claims before authorisation by the Headteacher.
* Ensure all staff changes are applied within the HR system at the time of change to ensure payroll is accurate
* Check draft and final Payroll reports using Staff Monthly Profile Listing.
Audit
* Prepare all documentation for both internal and annual audit processes.
* Act on any recommendations that result from the Audit and the Trust.
Premises Management and Health and Safety
* Work with the Trust procurement team to prepare work specification for tender and to assist with the selection of contractors.
* Work with the Trust’s Health & Safety Officer to formulate, implement and monitor the Academy’s Health and Safety policy.
* Ensure a safe environment for the stakeholders of the Academy. Monitor statutory Health and Safety checks, Fire Risk Assessment and update the Business Continuity Plan.
* Line management of Premises staff
Marketing & Liaison
* Participate in the work of the Academy through attendance at meetings and participation in working parties.
* Promote the Academy to different audiences and raise the profile within the local community.
* Liaise with local businesses and other schools for fundraising, arranging vocational experience and joint projects.
Management Information Systems and ICT
* In consultation with LEAD ICT that the Academy has a strategy for using technology aligned to the development plan.
* Ensure that contingency plans are in place in the case of technology failure.
* Ensure data collection systems providing information to stakeholders are streamlined to maximise efficiency of the data supplied.
You will have the following qualifications and experience
* GCSE Maths & English at least grade C or equivalent
* Relevant additional qualifications at least at level 4 or above e.g. Business Management or school Business Manager
* Supervising experience
* Office experience
* Clerical experience
* Administrative experience
* Communication skills
* Organisational skills
* Team management skills
* Human resources knowledge
* Phone etiquette
* Leadership abilities
* Customer service skills
Job Types: Full-time, Permanent
Pay: £33,366.00-£37,938.00 per year
Benefits:
* Bereavement leave
* Company pension
* Employee discount
* Employee mentoring programme
* Enhanced maternity leave
* Enhanced paternity leave
* Free flu jabs
* Free parking
* Health & wellbeing programme
* Life insurance
* On-site parking
* Sick pay
Schedule:
* Monday to Friday
Work Location: In person
Application deadline: 21/11/2024
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