Sturry CE Primary School

Office Manager/ Finance Assistant Job description

KS5 37pw term time +5 inset days

Reports to: Executive Headteacher and Head of School

1. Purpose of job

Support the Executive Headteacher, Head of School, Governing Body, staff and pupils in the organisation of the running of theschool both from an administrative and financial viewpoint. Promote the school in a positive mannerat all times to parents, visitors, staff and pupils adhering at all times to the staff code of conduct.

2. Dimensions

Administrative . Principal accountabilities

a) Manage all queries from various sources, in person, in writing, e-mailing or by telephone to ensure thatproblems can be solved and that precise information is given.

b) Organise the administrative division within the school involving typing, electronic diary management andfiling, dealing with telephone calls to guarantee and efficient and well-structured office system.

c) Maintain pupil records manually and on computer to ensure up to date information is being held bythe school and that sensitive information is secure and confidential.

d) Monitor and maintain office equipment levels and verify invoices for deliveries to ensure thatfinances balance and are accurate. Process orders for cleaning, first aid supplies and schoolequipment to maintain stock levels.

e) Liaise with external agencies with regard to smooth running of the school to ensure best value is achieved and that the needs of the school are met.

f) Welcome new staff from all areas to ensurethat they are well informed.

g) Communicate effectively and regularly with parents via text messaging and e-mail.

h) Use of SIMs software to maintain accurate electronic records of staff absence and manage supply cover accordingly, informing Finance Manager of cost implications. Produce reports for the governing body.

i) Effectively manage the federation’s school electronic calendar and continuously update. Provide Briefing Notes for all staff using information from the calendar.

j) Ensure maximum use of SIMs to promote the effective and efficient running of the school office

k) Ensure all EIS updates are entered on to the system.

l) Ensure all pupil transfers are efficiently administered within a short timescale and all records are passed on to appropriate personnel or sent to the appropriate educational establishment.

m) Regular liaison with Office Manager based at HersdenCommunityPrimary School to improve communication, support and avoidance of duplication of tasks wherever they occur.

n) Ensure the accurate reporting and ordering of all examination materials, LEA and DCFS requirements, including Census reports.

o)Set up new electronic record systems, where required, to simplify procedures leading to more effective means of communication and reporting.

p)Maintain accurate and up to date pupil database files (data collection sheets) and maximise the use of SIMS.

q)Deal with issues in the absence /cover of office colleagues to ensure the efficient running of the school office.

r) Record and monitor attendance data. Provide monthly reports for the Executive Headteacher and Head of School.

Finance:

Provide financial and administrative support to ensure that the school runs effectively and efficiently. To learn key skills of the Finance Manager role and procedures to support short term absence if required

a)Assist the Finance Manager in the preparation of the annual budget planning process and cash flow forecasts and prepare reports for the Executive Headteacher, Head of School and governing body on expenditure, commitments and alerting them of any projected overspend or cash flow problems to ensure spending is within agreed limits.

b)Assist in the maintenance of staff salary information on SIMS, check against ORACLE printouts to identify any discrepancies. Liaise with Personnel and Payroll over incorrect salary payments to determine how the errors have occurred and to rectify these.

c)Assist in the monitoring of standards fund spending for training and development, advising the CPD co-ordinator on the availability of funding for planned training linked to the school’s development plan to ensure that LEA/Government funding is maximised.

d)Assist in the collection, recording and banking of all monies, e.g., outings, swimming, school uniform etc.

e)Assist with other financial duties under the direction of the Finance Manager to ensure that the school runs effectively and efficiently.

Provide

Finance

4. Necessary experience

Necessary experience and/or professional qualification required:

  • GCSE Maths & English (or equivalent) Grade C or above
  • Min 3 years experience in a school office or similar environment
  • Knowledge of the school’s financial package, Excel and Word
  • Must have experience of monitoring budgets and producing high quality financial reports
  • Very high standards of organisation, telephone, written, typing and, in particular, interpersonal skills
  • The ability to handle potentially difficult situations is essential as is flexibility, confidentiality andability to cope under pressure in order to meet deadlines.
  • Knowledge of SIMs and confidence in maximising its use to support the efficient and effective running of the school.

Scope for impact:

a) The postholder is instrumental in the organisation of school trips and major school events. This encompasses the preparation, from organising transport to handling the cash (where necessary) thatis generated and ensuring that all monies are banked correctly.

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Job context:

• The postholder has regular contact with staff, pupils and parents and is the first point of contact for queries and complaints.

• The postholder meets with the Executive Headteacher and Head of School formally once a week to feedback on certain issues butsets own agenda and daily tasks.

• The postholder has regular contact with external agencies.