School Operations Manager (Orchard Community Trust)

ORCHARD COMMUNITY TRUST

SCHOOL OPERATIONS MANAGER

37 HOURS PERMANENT

TERM TIME + 2 WEEKS

LEVEL 8 

UP TO 5 YEARS' SERVICE £28,799 - £31,170

OVER 5 YEARS' SERVICE £29,455 - £31,879

Job Purpose:                                     

Responsible to and line managed by the Headteacher, the School Operations Manager will contribute to the strategic planning, development and monitoring of support services within the School. The role will include the organisation of the Administration Management, Health and Safety, Facilities management and some strategic responsibility. The post holder will promote the highest standards of business ethos within the operations function and monitor the support service staff of the school.

Key Responsibilities:

Strategic Responsibilities

• In conjunction with the Headteacher, lead in the development and maintenance of administration systems
• Dealing with unexpected visitors and supporting staff in emergency situations
• Be a panel member as appropriate in staff appointments within the area of responsibility and any other posts as the Headteacher may determine
• In conjunction with the Headteacher, promote the school, including producing marketing literature, contributing to the prospectus, advertisements and developing working relationships with the local media
• Extend appraisal policies and practice to support staff within remit and ensure the implementation of school policies

Facilities & Infrastructure

• In conjunction with the site supervisor, efficiently and effectively manage the School premises, including school housekeeping, repairs and maintenance, and the provision of furnishing
• Line manage the school site staff, catering and cleaning staff and lunchtime supervisors where applicable
• Line manage the wrap around care staff where applicable
• Co-ordinate/liaise with the site manager regarding security/safety of the premises, general maintenance work and efficient operation of facilities on a day to day basis, within the school
• In conjunction with the site supervisor, liaise with contractors attending the school site in conjunction with pre-planned works arranged between the school and Trust Estates Manager
• Monitor any work being carried out on site ensuring that the Chief Finance Officer is involved in accordance with financial controls and schemes of delegation
• Support the Site Supervisor and Headteacher in maintaining the security of the premises and its contents.
• Support the whole school’s communication and ICT infrastructure
• Develop and maintain risk management systems and procedures within the school providing advice to the Headteacher, Leadership team and Governors as appropriate
• Be a responsible key holder for the school site

Health and Safety

• Support the Headteacher in the day to day operation of the School Health and Safety policies and procedures, ensuring that appropriate reporting and record-keeping is maintained
• Ensure emergency evacuation and lockdown procedures, tests and records are in place and recorded
• Advise staff on Health and Safety matters as required
• Together with the Headteacher, meet with the Trust Estates Manager to discuss Health and Safety audit points
• Act as the School Health and Safety Co-Ordinator and Fire Officer in conjunction with our Health and Safety provider, organising risk assessment and fire drills
• Undertake risk assessments and COSHH procedures as appropriate
• Arrange for staff to complete risk assessment training in line with Health and Safety requirements
• Be responsible for preparing and managing the Business Continuity Plan and procedures for the school
• Prepare, manage and regularly update the School Risk Register and communicate this to the Trust Estate Manager and the Governing Board
• Be the designated Educational Visits Co-Ordinator in conjunction with leadership with the support of office and teaching staff, helping and advising on the drawing up of risk assessments
• Be responsible for accident reporting and investigation
• Be responsible for ensuring staff adhere to GDPR and report breaches on the GDPR Sentry system
• Contribute to the health and safety monitoring and reporting

Administrative Management

• Manage all administrative systems and functions, ensuring adequate cover at all times
• Maintain personnel records using ‘EveryHR’ e.g.
  • Appointment forms
  • Termination forms
  • Contractual changes
  • Absence forms
  • Additional hours
  • Occupational Health Referrals
• Ensure that all personnel records are kept confidential
• Monitor the schools cashless system, ensuring funds are collected in a timely manner and notifying the Trust Business Manager of weekly receipts
• Line manage office administration staff
• Management of the school calendar
• Ensure that all admission arrangements are made effectively
• Ensure Free School Meal claims are processed in a timely manner
• Ensure that all statutory returns are submitted accurately to the relevant agencies within the specified deadline
• Provide clerical support to the Headteacher and Senior Leadership Team
• Have oversight in ensuring purchase orders and goods received notes are processed in a timely manner
• Ensure inventories of equipment and stock are maintained and accurately recorded on the school asset register
• Manage the school’s Single Central Record for safeguarding purposes and deal with any safeguarding documentation
• Maintain ScholarPack for pupil data
• Ensure all records are kept for lettings and monitor any letting agreements (if applicable)
• Monitor the content of the school website ensuring the information is relevant and up to date working alongside the Governance and Compliance Officer for updates and any changes where necessary
• Have an overview of the cover situation and manage cover requirements together with the Senior Leadership Team
• Ensure School transport requirements are met efficiently and effectively with a view to safety
• Have an overview of the processes involved in performing CTF’s
• Be responsible for updating MIS with SATs data
• Liaise with external agencies where appropriate
• In conjunction with the central team, manage the recruitment process
• Be a vital link between the school and members of the Local Governing Board

Support to Schools

• Promote and Safeguard the welfare of children and young persons you are responsible for or who you come into contact with
• Comply and assist with the development of policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
• Be aware of support and ensure equal opportunities for all
• Uphold the ethos and vision of the school
• Participate in training and other learning activities and performance development as required
• Ensure that all work is completed with a commitment to equality and anti-discriminatory practice, as a minimum to standards required by legislation
• Carry out such other duties as may reasonably be requested by the Headteacher and applicable to the position
• Be appraised annually by the Headteacher in accordance with the Trust performance management policy
• Any other duties as required

Application forms and information packs can be obtained by emailing info@orchardct.org.uk or calling on 01782 883788

Completed applications should be emailed to info@orchardct.org.uk or alternatively posted to:

Mrs A Deaville

Trust Office Manager

Orchard Community Trust

Genesis Centre

North Staffs Business Park

Innovation Way

Stoke on Trent

ST6 4BF