 01622 859261 HarrietshamChurch of England

Fax:01622 859372 Primary School

Email: West St

Harrietsham

Maidstone

Kent

Website: ME17 1JZ

Office Manager Required

Full Time but Part Time may be considered

JOB DESCRIPTION

The qualities, skills and tasks required:

  • Excellent interpersonal skills and the ability to communicate well with parents and other visitors and staff
  • Good computer skills
  • Excellent organisational skills
  • Sorting mail and Emails
  • Inputting data (including knowledge and experience in using SIMs software)
  • Completing the census
  • Administration of Safeguarding checks
  • Day to day office administration e.g. attendance,
  • Assisting the Bursar and Headteacher in other varied, appropriate tasks when necessary
  • The importance of confidentiality cannot be emphasised enough in this role

Key Tasks

Office Management

  • To ensure the provision of a pleasant and efficient reception as first point of contact for parents and all visitors to the school
  • To present a positive image of the school to parents and the local community
  • To deal with queries and provide information and advice about the school and school activities for parents, pupils and visitors in person, by telephone and by email.
  • To performance manage the office staff

Office

  • To ensure the smooth running of the office, organise day-to-day activities
  • To answer the telephones courteously and with sensitivity and confidence, using initiative as required and forwarding detailed messages as appropriate
  • To provide a full range of secretarial skills to cover work generated by the Headteacher and staff
  • To manage the diary of the Headteacher
  • To maintain office supplies

Pupils

  • To ensure the administration processes and systems for admissions and leavers are successfully completed
  • To ensure the accurate recording of attendance data and reasons for absence including the maintenance of registers
  • To manage the induction process for potential parents to view the school and for children to attend induction days. To issue letters to new children and deal enquiries regarding in-year admissions

Personnel and Finance

  • To assist the Headteacher/Bursar with the recruitment processes, ensuring that the advertising and application packs are sent out and making arrangements for interviews
  • To undertake the identity checks as and when required for both CRBs and Children’s Barred List (formerly List 99) and to enter all the information on the Single Central Record
  • To manage and update a record of those eligible for free school meals

Premises

  • Support the Headteacher and Governing Body for the maintenance and upkeep of the school buildings, grounds, security systems and the efficient operation of all the facilities on the site
  • Oversee the letting of the school premises to outside organisations and school staff, and for the development of all school facilities for out of school use, with particular reference to the local community
  • Formulate any bid for capital works in consultation with the Headteacher, Governors and professional advisers
  • Co-ordinate the purchase, repair and maintenance of all furniture and fittings
  • Manage work specifications and service contracts

Other

  • To maintain confidentiality at all times
  • To be aware and comply with school policies and procedures (eg. Child protection, health and safety, data protection, confidentiality_ and reporting concerns as appropriate
  • Any other duties commensurate with the grading of the post

Competencies

  • Previous school experience preferred but not essential
  • High standard of general education
  • Knowledge of Microsoft – particularly Outlook, Word and Excel
  • Knowledge of and experience in using SIMS would be desirable
  • A high level of literacy skills
  • A mature and sensitive manner and excellent inter-personal and organisational skills a must
  • Confidentiality, efficiency and able to work on own initiative
  • Flexibility

The successful candidate will have commitment to safeguarding and promoting the welfare of children and be willing to undergo an enhanced disclosure check.

This post will begin on Monday January 6th or as soon as notice allows. Salary scale: KR5 – (£17,132 – 18,833) if full-time (hours to be confirmed) and pro rata if part-time.

If you think you are suited to the summarised job description above, please apply by Friday December 6th at midday.

Harrietsham C of E Primary School, West St, Harrietsham, Maidstone, Kent ME17 1JZ. Headteacher: Mrs. Julie Silk. Application forms are available at

Interviews will be held on MondayDecember 16thfor those successfully short-listed.

Headteacher: Mrs. J Silk