JOB DESCRIPTION
Job Title: Office Manager
Responsible to: Headteacher
Responsible for: Receptionists / Office Staff
Grade E
Purpose for the role: To be responsible for the provision of efficient administrative and clerical support to the School.
Main duties and responsibilities:
1) To create, maintain and monitor efficient office systems to ensure the smooth and effective running of the school office and administrative/clerical systems across the school.
2) To welcome visitors, ensuring signing in procedures are followed, to receive and prioritise incoming telephone calls and deal with them appropriately taking messages as required.
3) To provide a professional and confidential administrative service for the school including word processing of correspondence, reports, publications and other documents as required. To update and publish information on the school’s website and social media feeds.
4) To ensure duties are delegated as required to the office and site staff.
5) To field all routine office queries, and pass on problems to the appropriate person where necessary so as to ensure problems are resolved promptly and successfully.
6) To arrange for all incoming and outgoing mail to be promptly and efficiently sorted distributed and administered.
7) To manage pupil attendance, including data recording on SIMS, calling parents, compiling data and returns, organising an efficient system for the sending of attendance letters and reporting of attendance statistics, and ensuring other school records and files remain up-to-date, compliant with current legislation and all information retained meets the Data Protection legislative requirements.
8) To undertake the necessary administration associated with the School’s intake of new pupils and appeals, and pupils leaving the school, including the updating SIMs and ensuring records are forwarded appropriately. To maintain pupil records appropriately ensuring confidentiality with such records.
9) To be responsible for the maintenance of electronic and manual records including completion of returns, reports and statistics such as CENSUS, key stage data, pupil attainment data and outcomes, pupil premium and free school meals as required by the LEA and/ or other third parties. To maintain at all times the utmost confidentiality with regard to such records.
10) To be responsible for the production of end of year reports and returns for internal and external use, as required.
11) To provide administrative support in relation to SEND, child protection and education welfare as required.
12) To ensure the provision of administrative support in respect of registers, lettings diary, staff sickness, school events and outings, and sports fixtures.
13) To organise all arrangements for meetings as required.
14) To be responsible for the administration of the parent pay system, including school meals, trips, uniform etc.
15) To make arrangements and ensure the appropriate administrative procedures are complied with for staff interviews as required by the HR Officer.
16) To ensure that HR paperwork is kept up to date and that appropriate records are kept, in line with guidance from the HR officer.
17) To ensure the appropriate administrative procedures are adhered to with regard to:
- the ordering, receipt and distribution of school stocks and consumables;
- the collation and submission of timesheets, mileage claims and other staff related expenses to the Payroll Officer; and
- the ordering of stocks and consumables on the school charge card.
18) To collect payment from pupils and parents for trips, uniform etc. and bank monies in accordance with the trust financial procedures.
19) To be aware of and adhere to applicable rules, regulations, legislation and procedures e.g. Trust (Equal Opportunities Policy/Code of Conduct) and national legislation (Health and Safety, Data Protection).
20) To arrange for supply teaching cover in accordance with the School’s needs, including the necessary arrangements for employment checks and maintaining the necessary records.
21) To oversee the accuracy of the single central record, ensuing it is correct and compliant. Ensuring that any changes to the requirements for the single central record are actioned quickly and efficiently.
22) To arrange for DBS checks as appropriate for governors and volunteers to the School and for maintaining the Single Central Record in relation to these groups.
23) To liaise with the School’s Examination Officer to ensure all aspects of examination administration is undertaken appropriately.
24) To maintain records for pupil medical and dietary requirements and administering medicines as and when required, and for updating the accident log and accident reporting as required.
25) To act as a first aider and to undertake key responsibilities as a fire marshall, including taking the staff register and ensuring that pupil registers are distributed to teachers.
26) To be responsible for your own continuing self-development, undertaking training as appropriate.
27) To undertake other duties appropriate to the grading of the post as required.
PERSON SPECIFICATION
ATTRIBUTES / ESSENTIAL / DESIRABLE / HOW IDENTIFIEDRelevant Experience / Administration work experience from a school or college environment
Practical experience of telephone network systems, word processing programmes and other related computer systems, including email; knowledge of school administration duties
Experience in a supervisory role in a school based setting
Experience of line management
Experience creating, implementing, monitoring and overseeing systems and procedures for a school office / Experience in a supervisory role
Experience of creating, implementing and monitoring office and admin systems
Minute-taking and maintaining accurate records of meetings / Application form
Interview
Education & Training / Attainment of GCSE qualifications or equivalent (Level 2 standard of education) to include Maths and English / Attainment of NVQ Level 2 qualification in receptionist/clerical related field / Application form
Interview
Special Knowledge & Skills / Strong ICT Skills, including MS Office.
Communication skills, both written and verbal
Organisational skills
Knowledge of SIMS.net or willingness to quickly undertake SIMS training, which may be outside of usual working hours
Ability to research and maintain a current working knowledge of legislature and guidance of school systems and protocols, to ensure that the office systems remain fully compliant / Knowledge of eSchools Platform (used for updating the school website) / Application form
Interview
Any Additional Factors / A reliable team member
Adaptable, assertive and pro-active approach
Ability to effectively manage office staff, delegating where necessary and ensuring that effective systems for administration and clerical tasks are in place and are maintained.
Ability to Prioritise and able to meet deadlines with little supervision
Discreet, confidential and sensitive
Friendly, enthusiastic and professional approach
Able to work on own initiative and as part of a team
Excellent inter-personal skills and comfortable with children / Interview