Barnsole Primary School

Job Description

Job Title: Office Manager

Reporting to:Head of School

Salary Scale:C1 Pt: 17-26 (£17,772 - £23,398) (based on 37 hours per week per annum pro rata)

Purpose of the Job

  • To lead and manage the administrative team and provide organisational support to the staff, school and Head of School.
  • To be responsible for the day to day management of the school’s offices.
  • To lead and manage communications between staff, parents and the wider community, having due regard to the Trust’s and School’s policies.

Key Office Manager Duties

  1. Provide full administration support for the school and ensuretheschool administrative teamare organised, directed, supported, trained, developed and appraised.
  2. Monitor the development and implementation of quality procedures and systems throughout the school on administrative matters to ensure that the school’s needs are met and the school’s reputation is enhanced.
  3. Update general office procedures to reflect current practice and embrace new technologies.
  4. Lead and manage the school offices to effectively deal with the day to day queries and communications with reference to pupils, parents/carers, community and school organisation.
  5. Line manage the administrative team across the school to ensure best practice, professionalism and consistency of systems and procedures.
  6. Safeguarding: oversee entry/exit procedures to/from the school for all governors, staff, pupils, parents, carers and visitors.

HR and Safeguarding

  1. Co-ordinate and manage the complete induction process for all new staff to the school and oversee the administration processes involved when a member of staff leaves.
  2. Oversee all DBS checks and take responsibility for the ‘Single Central Record’.
  3. Support the Head of School by liaising with HR in any issues about staffing.
  4. Support the Head of School and staff in preparing risk assessments.
  5. Support the Head of School in recruitment.
  6. Support the Head of School and Senior Leadership Team in the development of school policies.
  7. Be aware of and comply with policies and procedures relating to child protection, equal opportunities, health and safety and security, confidentiality and data protection; reporting all concerns to the appropriate person.

Resources

  1. Operate relevant equipment and computing software e.g. MS Office, SIMS, Outlook, ParentPay etc.
  2. Maintain stationery stock levels for the office and for some other areas of the school such as reprographics.
  3. Work with the website administrator and Head of School to ensure that the school’s website is kept up to date by communicating with the relevant colleagues.

Management

  1. Effectively lead, manage and co-ordinate the administrative team.
  2. Hold regular team meetings with the administrative team to reflect on practice, address any developmental areas or issues arising and to bring these to an acceptable conclusion, wherever possible.
  3. Line manage all administrative team members and be responsible for their appraisal and professional development.
  4. Liaise with the Site Manager on specific procedures: fire, lock-down, day to day health and safety etc.
  1. Attend Senior Leadership Team meetings to support the Head of School in whole-school communication.

Office Manager Tasks and Oversight of:

  • Supply teachers for planned and unplanned absences
  • Front desk
  • School trips, sports days, parents’ evenings, productions etc.
  • SIMs – pupils and staff, annual promotion of classes etc.
  • ParentPay
  • Census completion - pupil and workforce
  • Website
  • School letters and newsletters
  • Free school meals administration and pupil premium drive
  • School photographs
  • School permissions
  • To liaise with parents regarding accidents, emergencies or general illness including ‘sending children home’.
  • School nurse and health teams
  • Permissions (medical/trips etc.)
  • Whole-school diary management
  • SLT administrative support
  • HR administration - including sickness records
  • Pupil admissions and leavers
  • Nursery administration
  • Appeals/casual admissions
  • Data support
  • Booking staff on CPD
  • Oversee all DBS checks and take responsibility for the ‘Single Central Record’
  • Risk assessments
  • Breakfast club and extended day systems etc.
  • Hospitality for meetings

General

  1. Carry out all duties with regard to the school’s policies and codes of conduct.
  2. Participate in training and other learning activities training commensurate with the post.
  3. Participate in appraisal and professional development.
  4. Set high expectations of conduct, whilst acting as a positive role model for others.
  5. Ensure that output and quality of work is of a high standard and complies with current legislation.

Person Specification

  • Good level of education (GCSE’s in English and maths)
  • Excellent communication skills – verbal and written
  • Excellent ICT skills including Microsoft Office
  • Ability to use spreadsheets
  • Sound knowledge of SIMs (ParentPay desirable)
  • Previous management and supervisory experience
  • Ability to work on own initiative and prioritise work
  • Experience of working in a school office environment
  • Experience of leading a team
  • Excellent organisational skills

Hours of Work:

Monday to Friday: 37 hours pro-rata (term time only plus five non-pupil days)

08:30-17:00 Monday – Thursday

08:30-16:30 Friday

Signed (Employee):Date:

Signed (Head of School):Date: