School Office Manager

What will you be doing?

MAIN RESPONSIBILITIES:

Administration

Contribute to the effective leadership and management of King’s Hedges Educational Federation by:

 Leading the implementation of office management and systems to enable the federation to operate effectively.

 Providing timely and effective personal assistant support to the headteacher and the leadership team, ensuring confidentiality of sensitive information.

 Providing professional and welcoming reception services for the school.

 Ensuring that statutory requirements in terms of returns, attendance, record keeping, data protection, health and safety are met and adhered to – as instructed by the SBM.

 Overseeing the organisation of the whole school diary, events and marketing to parents.

 Overseeing the administration of procedures for managing and recording all necessary pupil data and information.

 Establishing procedures and systems for managing Nursery and wrap around provision.

 Ensuring that sufficient stationery, materials and resources are available for the operation of the school.

 Update and maintain the federation website.

Human Resources

Set high standards in meeting safer recruitment and safeguarding requirements by:

 Ensuring that the Single Central Record is maintained and that all appropriate safeguarding checks have been undertaken for people working within the school.

 Appropriately maintaining and keeping HR records up to date as required in both hard and electronic form. Securely deleting HR information in accordance with the Data Retention Policy and GDPR.

 Updating EPM regarding appointments, maintain all appropriate records using MIS (currently SIMS) and any other software as required.

 Ensuring that staff are aware of HR policies and procedures, provide advice and access to advice if and as necessary.

 Monitor staff absence and advise on the Sickness Absence Management Procedure, discretionary leave policy and any other relevant policy as necessary.

 Leading the administration of the recruitment process, ensuring that safer recruitment requirements are met, the procedures used are fair and transparent and the correct records of the process are kept.

 Complete safer recruitment training and maintain records accordingly.

 As authorised by the headteacher, book training courses and manage the administration of key events.

 Support any audits that are undertaken by the LA or external consultants/organisations.

Finance

Effectively support the SBM with the efficient monitoring and oversight of the budget by:

 Dealing with all the day to day financial matters, including correspondence, orders, invoices and payments, monitoring expenditure and budgetary performance to ensure that spending is within approved limits and in accordance with adopted procedures and regulations.

 Maintaining and preparing the reconciliation of the school bank accounts ensuring that the school does not become overdrawn.

 Ensuring the recording, collection, reconciliation and banking of all bank and transactions including cash and cards and those transactions made via online payment portals.

 Preparing month end ready for the SBM to send to governors.

 Liaising with budget holders to ensure that spending remains within budgets.

 Taking responsibility for orders, invoices and for preparing supplier payments by BACS ready for authorisation.

 Supporting any audits that are undertaken by the LA or external consultants/organisations

Other Duties Contributing to the effective running of the federation by:

 Undertaking first aid training and administering first aid, if required.

 Maintaining accessible, sufficient in date first aid supplies.

 Supporting the oversight and administration of projects if required by the headteacher, including oversight of planned projects each year.

 Promoting the school within the community, developing mutually beneficial links between the school and other organisations, for the benefit of staff, governors, pupils and families within the school and the local community.

 To attend governor meetings when needed to provide detail on projects.

 Any other duty

About you

Kings Hedges Education Federation is committed to safeguarding and promoting the welfare of children in our care.
All staff and volunteers are expected to share this commitment.
Before you proceed with your intention to apply for a position or to support us please take full consideration of the following points.
• All successful candidates will be subject to an Enhanced DBS check, including a Barred List check where applicable to the role. Where you have been shortlisted for a role, you will be required to complete a Declaration of Offences Form, disclosing all relevant previous criminal convictions and cautions. Please contact the Head teacher to discuss this step further if you wish.
• If you are shortlisted for the position you are applying for, we will carry out an online search against you, for information that is publicly available online and usually before interview. This will include social media accounts you may hold.
• We will assess your knowledge of safeguarding by asking specific questions about this area of our role during the interview process and your answer to this question will form part of our decision-making process.
• You will be provided with an induction process, and you are expected to engage with this monitored process.
• Our safeguarding policies and procedures will be explained during your induction and on a regular basis.
• Kings Hedges complies the Childcare Act 2006 and the Childcare (Disqualification) and childcare (Early Years Provision Free of Charge) (Extended Entitlement) (Amendment) Regulations 208. All shortlisted candidates whose role will involve the responsibility for the provision or management of such childcare (including teaching) shall be required to declare that they are not disqualified from undertaking such work.
• Application forms must be completed in full. Please pay particular attention to your work history and inform us of any gaps in employment. CVs will only be accepted alongside a completed application form.
• Please ensure you state full details of your qualifications.
• References may be taken up prior to interviews and any discrepancies will be addressed during the interview process.
 

About us

Cambridgeshire is a great place to work and live with a diverse population, an urban centre in Cambridge, historic Isle of Ely, Huntingdon and St Ives as well as more rural landscapes.

Our four values are central to our culture, driving everything we do.

We are proud to serve the diverse communities of Cambridgeshire and want our workforce to be reflective of this diversity, which we firmly believe benefits our colleagues, the organisation and our communities. If you don’t meet every single requirement in the job role but think this could be you, please don’t be put off.   We are committed to building a workplace that is compassionate and inclusive as well as diverse, so if you think you could be a good candidate for this role please consider applying and speak to the recruiting manager if you have any questions.

Our Equality, Diversity and Inclusion Strategy, along with our employee network 'IDEAL' and self-organised peer support groups help us to foster an inclusive, supportive and safe working environment where people feel valued, respected, and empowered.  We collect relevant diversity data for monitoring as part of the recruitment process to understand the diversity of our applicants and monitor any trends throughout the recruitment processes so that we can take meaningful action.

We are proud to be a Disability Confident Employer. We fully support providing reasonable adjustments throughout our recruitment process, as well as when you join us, and we encourage candidates to contact the Hiring Manager, whose details can be found in the advert, to discuss any adjustment needs. Some examples of adjustments could include additional time to complete an assessment or printing a document on pastel coloured paper with larger font size and line spacing. We would value talking about what might be possible to enable you to join us and thrive, so if there is something that would help you to do your best during your journey with us, please get in touch.

Visit our jobs and careers section to find out more about our wide range of learning and development opportunities; apprenticeships; our wellbeing package; staff benefits; our commitment to equality, diversity and Inclusion.