GARDNERS LANE & OAKWOOD FEDERATION

Job Description

Job Title: / Senior Administrator
Grade: / G – H (depending on experience)
Work Location: / Gardners Lane and Oakwood Federation (specifically Oakwood Primary School)
Date job description prepared/updated: / November 2016
By whom: / Brian Howell, Business Manager
Job purpose:
We are looking for a Senior Administrator who can:
  • Manage the day to day support services of the Federation, working with the Operational Heads to deliver these in a customer focussed fashion.
  • Work with the Business Manager (who will line manage the post) to lead the Federation support team.
  • Work with senior staff to find solutions to allocating resources and prioritising tasks in a manner which shows commercial awareness whilst maintaining and enhancing the standards and service across the Federation.
  • Carry out specific tasks to ensure the effective and efficient running of the school.
  • Represent the Federation in a professional and positive manor to the public, professionals and agencies across the County.

This job is accountable for:
  1. Deliver day to day operational support in line with the strategic objectives of the Federation.
  2. Completion of specific tasks to meet Federation processes, Local Authority returns and statutory requirements.
  3. Oversight of support functions including line management of some support staff and management of performance through the appraisal process.
  4. Ensuring teams/ people for which he or she is responsible are resourced appropriately and working efficiently and effectively, developing skill sets as needed by the organisation.
  5. Maintaining records of contracts, guarantees and documentation relating to the upkeep of the buildings and the frequency cycle of statutory checks which are not annual e.g. fixed test installation.
  6. Managing centrally appointed contractors at a local level, ensuring they operate safely and within the requirements of the Federation and service level agreements.
  7. Monitoring and implementing the requirements of Health and Safety at Work legislation and ensuring compliance.

Office Management
A key element of the role is to lead and complete specific tasks which include:
  • Updating of pupil data, staff data and staff absences (using SIMS).
  • Payment of invoices and ensuring that the school budget is up to date (using FMS). Ensure budgets are regularly monitored and promote robust financial management through work with the Senior Management Team.
  • Provide information to Auditors and Accountants as and when required.
  • To support the process of exclusions.
  • To ensure the central register is up to date and planned for in advance.
  • Completion of various census’.

Premises and Health and Safety
1. Identify priorities for operational tasking of the site team
2. Monitor delivery of services i.e. any building works
3. Overseeing of:
- All routine and ad-hoc maintenance work undertaken at the Federation.
- The security of the premises
- The installation and maintenance of equipment for protection against and escape from fire or other emergency
- Fire drills and fire safety
- Oversight of first aid requirements and training
- Oversight of health and safety in general i.e. testing of fire extinguishers, electrical tests
- Producing and maintaining the Disaster Recovery Plan and Accessibility Plan.
- Ensure risk Assessments are completed by the appropriate person.
- Ensuring that all policies are up to date and communicated e.g. Health and Safety Policies
Organisation and Administration
Ensure the provision of effective administrative support including; reception, trips, lettings, resource centre.
To place orders and coordinate deliveries.
To lead the coordination of recruitment, advertising and interview coordination. To support induction for new staff.
Identify CPD needs within the Admin Team and Maintenance Staff.
Understand the implications of the Data Protection act and other legislation and to ensure that there is provision to maintain confidentiality of records and information.
Support the lettings programme and income generation
Special conditions:
  • Strict confidentiality ofinformation
  • Commitment to personal professional development
  • Commitment to equality of opportunity
  • Strict adherence to the security requirements re: Child Protection and Data protection Regulations
  • Undertake other duties related to the work of the Gardners Lane and Oakwood Federation as may be assigned which are consistent with the nature of the job and its level of responsibility.

Principal contacts:
  • Children, Young People and Families
  • School staff and other educational professionals i.e. Parent Support Advisors
  • Contractors i.e. builders, plumbers
  • Health, Education & Social Care Professionals and the local community
  • Voluntary Sector organisations

4 October 2018