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SalaryAs an Office Manager at our school, you’ll help make your school run like clockwork!
You’ll be in charge of managing the office, ranging from meeting and diary management and providing support to the Head Teacher, HR administration, providing data to payroll and maintaining attendance records.
You’ll be involved in running the reception and responsibility for accurate files. With your efficient, professional approach and ability to set up processes and systems, you’ll keep the cogs of the school turning.
The role encompasses all aspects of office administration and requires a close working relationship with the Head that is built upon absolute trust. Often the first point of contact for a diverse community of pupils, parents, staff, governors and visitors, the successful post holder will be an outstanding ambassador for both the school and the wider Trust, demonstrating exceptional people skills, a commitment to providing a high level of customer service and showing absolute professionalism at all times. Proactive and highly efficient, you will be called upon to use ingenuity to resolve challenging situations and the ability to remain calm under pressure is vital.
Kingsbury Academy, part of the Thrive Education Partnership, is an educational SEN provision in Coventry. The school currently has approx. 100 young people between the ages of 4 and 11, in the primary provision.
Pupils will be supported in small class sizes, by well qualified and experienced staff who are able to offer an extensive range of academic, practical, vocational, sport and leisure activities, to support both a young person’s educational achievements and social and communication skills.
For children with complex, challenging needs, the level of care and education must go above and beyond. That’s what drives us, here at Kingsbury Academy. In short, we are enhancing life opportunities of our young people.
Rewards
We know you’re going to do great things as part of our brilliant team.
In return for your hard work, you’ll enjoy a competitive salary and contributory pension scheme.
Kingsbury Academy is committed to safeguarding and promoting the welfare of its young people. This post is subject to an enhanced DBS check. We are an equal opportunities employer welcoming applications from all sections of the community.
Application forms and details can be obtained at www.kingsbury.thrive.ac
Completed forms should be sent by email to recruitment@kingsbury.thrive.ac
Closing date for applications Monday 5th February 2024.
Main purpose
The school office manager is responsible for overseeing the daily administration of the school office including line managing administrative staff. They are also responsible for all administrative, financial and organisational processes within the school, maintaining confidentiality at all times. They assist with all the planning and development of support services.
Duties and responsibilities
Organisation
- Supervise the day-to-day work of the administrative function of the school office
- Ensure the smooth and effective running of the school office and all administrative and communicative systems
- Manage the catering and cleaning contracts
- Contribute towards the planning, development and organisation of support service systems, procedures and policies
- Assist in the organisation of school trips in cooperation with other staff.
- Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required
- Ensure that all staff create a professional and welcoming reception for all visitors and parents and all visitor checks and health and safety processes are in place to monitor entry in and out of the school
Leadership
- Line manage, supervise, train and develop administrative staff as appropriate, including reviewing staff performance and carrying out appraisals
- Ensure that all members of the office present, at all times, a positive image to the school to all staff, parents and visitors both internally and externally
- Develop an office team that delivers and meets the needs of the school
- Take all decisions in line with the vision and values of the school, and encourage others to do the same
Administration
- To maintain the schools Management Information System (MIS) including pupil admissions and leavers
- Manage manual and computerised record/information systems
- Analyse and evaluate data/information and produce reports/information/data as required
- Provide personal, administrative and organisational support to other staff and the governing board
- Oversee and organise the management of admissions procedures, maintain waiting lists and allocate spaces accordingly in line with the school’s admissions policy
- Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary
- Assist with managing the school’s email inbox, ensuring the school meets its expected response times and emails are forwarded to the relevant staff member as necessary
- Manage and organise completed forms from parents
- Organise and distribute incoming and outgoing post
- Manage the induction process for new pupils and staff
- Book training courses for staff
- Manage the administration of HR and staff absences
Resource management
- Order, monitor and manage stock, ensuring best value following the school’s purchasing processes
- Oversee and operate relevant equipment and IT packages (e.g. the school’s MIS system)
- Provide advice and guidance to staff, pupils and others on administration systems and events that take place in school
- Assist with procurement and securing sponsorship/funding
- Assist with marketing and promoting the school
- Manage financial administration procedures and maintain appropriate records to satisfy audits
- Assist with the planning, monitoring and evaluation of the budget
- Manage office expenditure with an agreed budget
- Manage service contracts
- Manage school licences and insurances
- Ensure the office is kept tidy, organised and in good order at all times, making sure there are sufficient office resources available
Compliance
- Take responsibility for the School Census
- Take responsibility for the School Single Central Record ensuring compliancy and accurate record keeping
- Manage the administration of recruitment including advertising, collating documentation, medical clearance and DBS checks as required
- Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
- Support the data protection officer with ensuring data protection compliance and helping the school community understand how to comply with data protection law
Responsibilities
- Be committed to the safeguarding and promotion of the welfare of children and young people
- Comply with the policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person
- Take appropriate action to identify, evaluate and minimise any risks to health, safety and security in the school working environment
- Contribute to the overall ethos/work/aims of the school
- Establish constructive relationships and communication with all staff and other agencies/professionals
- Recognise own strengths and areas of expertise and use these to advise and support others
- Participate in training and other learning activities and performance development as required
The school office manager will be required to safeguard and promote the welfare of children and young people, and follow school policies and the staff code of conduct.
Please note that this list of duties is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the school office manager will carry out. The post holder may be required to do other duties appropriate to the level of the role, as directed by the headteacher.
