Office Manager

**Please apply via our vacancy section on the Website

Thank you for your interest in becoming part of our team at The Keystone Academy, Shrewsbury. Due to the promotion and internal progression of the current post holder, who played an integral part in establishing the school upon opening, we are seeking an organised, efficient and motivated Office Manager to join our school and continue and build upon her great work.

Since opening, the Office Manager role has developed and evolved, with an administrative team growing to support the needs of the school. As a specialist school, the role will continue to develop, so flexibility and adaptability are key, alongside a desire to work in a unique educational setting. In return you will be part of our inclusive and vibrant team, playing an integral role within the leadership team of the school. Prospective candidates are welcome to visit the school to find out more about the role.

Visits are available on 15th October or 22nd October at 3.30pm. To be successful, you will need to exemplify our core values: child centred, authentic in all our relationships and adaptive and sensitive to need. If you feel that The Keystone Academy may be the right place for you, we hope you will consider applying for the post. Salary £36,019 - £40,553

About us

We are a specialist school based in Shrewsbury, catering for young people aged between 4-16 in the Shropshire area. We opened our doors for the first time in September 2022 in a temporary building, and moved into our brand-new purpose-built school in November 2023.

Our specialism in social, emotional and mental health needs and in particular neurodivergence, means our staff team is highly skilled and able to adapt, providing personalised education, support and care for all learners. Taking the time to understand the differences of our learners with neurodivergence, including but not limited to, Autism, ADHD and speech, language and communication difficulties, ensures the support can be truly tailored.

Our Vision

Be Yourself. Be Brilliant.

Preparing children for bright and meaningful futures with the courage, confidence, resilience, and skills to flourish in the world.

At The Keystone Academy, we aim to transform lives by:

· Empowering pupils with SEMH and neurodivergent needs to grow in confidence, emotional resilience, courage, and determination, through specialist support within an inclusive, trauma-informed and nurturing environment.

· Placing the child at the centre of every decision and action taken.

· Creating a culture of authenticity and celebration, where everyone is proud to be themselves.

· Building connections and supporting pupils to develop meaningful relationships.

· Ensuring learning is exciting, engaging, and purposeful, and pupils develop a lifelong love of learning.

· Understanding pupils’ holistic needs, delivering adaptive and personalised learning experiences that engage and inspire.

· Supporting all pupils to achieve their very best outcomes and qualifications.

· Providing a broad, bespoke, and relevant curriculum, including a range of experiences, interventions, and opportunities that develop the skills for life that students need for their next steps in education and life.

We believe our approach to education will ensure that all students leave Keystone Academy happy, well-balanced, life-long learners who are well prepared for their future beyond school.

All members of staff have a commitment and passion to deliver the best possible educational experiences, encouraging all students to dream big and empowering them to lead successful and fulfilling lives, in a safe and protected, well-supported atmosphere. Our aim is to reignite that love for learning that may have been lost at some point, through inspirational teaching and provision of opportunity.

The Keystone Academy will also provide the opportunity for you as educators and those supporting education to make a real difference in an environment that supports your professional development.

I hope you will want to join our team to help develop our school and create an aspirational environment for our pupils. Please get in touch if you have any questions and I look forward to hearing from you.

Ali Bellaby, Headteacher

[email protected]

Job Description

Reports to: Headteacher

Line Manager of: All site and admin staff

Purpose of the Role:

To establish and provide a comprehensive and effective administration and office support to the school, being responsible for the day to day running of the school office and site functions including but not limited to, finance, HR, admin and premises.

The postholder will be expected to provide support for the main point of contact for parents and visitors, ensuring communication channels are effective.

Duties and Responsibilities:

Administration:

· To manage the school’s administrative systems in line with Trust policy and guidelines

· To establish and manage systems and procedures for all the administrative needs of the school e.g. letters, e mails out to parents within agreed deadlines, brought forward and filing systems, etc.

· To manage and update the school’s calendar, organise and schedule meetings, book courses, arrange travel and book accommodation

· To receive and welcome visitors and parents/carers in a professional manner and providing refreshments as required

· To receive the school’s incoming telephone calls, respond to queries and provide general information about the school as appropriate. Ensure an appropriate system is in place to efficiently deal with requests/ take messages

· To co-ordinate the collection, entry and extraction of data required to complete statutory returns by the timescales set by DFE/EFA

· To monitor the use of the school’s stationery and equipment.

· To remain conversant with the Head Teacher’s workload on an ongoing basis, whilst actively supporting the Head Teacher in discharging day-to-day school matters and queries. This will involve undertaking roles and tasks (with minimal supervision) that require an in-depth understanding of methods, systems and processes over a range of procedures. Additionally, to undertake drafting of detailed reports, information and related correspondence as required on behalf of the Head Teacher

· To provide mentoring support, key training and direct/manage workload of any other administrative staff.

· To manage and update on a regular basis relevant content of the school website

Attendance:

· Manage school entry system for staff, printing reports as requested by HT/ Governors and identifying any issues which arise

· To update the school MIS system with pupil attendance information on a daily basis

· To make absence calls, monitor children’s absence and ensure reasons are received for any unknown absences or they are reported to the Headteacher

· To establish and maintain a record keeping system to record all late arrivals/ departures of children during the school day

· to maintain the attendance records of all school staff and enter all absence on the MIS system.

Admissions:

· Co-ordinate all areas related to admissions and primary/secondary transfer processes

· Ensure the school's admissions system is maintained and kept updated

· Ensure all on-going admissions are chased and completed

· To develop and supervise the maintenance and accuracy of manual and computerised records including via the school MIS (sometimes initiating and implementing change) and support efficient school management

Financial Management and Accounting:

· To source and order goods and services at ‘best value’ and in line with delegated authority. Seek approval where the purchase is in excess of this delegated authority

· Enter purchase orders onto the financial information system

· Log and record all delivery notes and link them to the approved order in line with the agreed procedure

· Manage the process for payment of all original approved purchase invoices

· Keep detailed records and logs and manage a system for voluntary contributions from parents – liaise with Trust Director of Business to ensure correct accounting entries are observed

· Keep detailed records and logs and manage a system for dinner money payments where appropriate. Liaise with the Catering provider over the number of meals to be provided and manage the collection of any outstanding debt due from parents/carers in line with the debt management policy

· Assist, and lead where appropriately, with the implementation and management of the cashless income system including setting up parents, reconcile accounts and payments

· To manage approved expenses claims from staff for payment according to the agreed procedure

· To support the Trust and Headteacher with bids for funding to secure additional funding for the school

· Ensure gas/electricity/water meters are maintained and read at monthly intervals

· To assist the Headteacher, Director of Finance and other YES Trust staff with budget monitoring

· Ensure community lettings are agreed and invoiced in a timely manner and debts are chased in line with the Trust’s policy

HR

· Maintain and manage the school’s Single Central Record

· Manage the personnel function for the school including pre-employment checks for new staff and issuing contracts for employment.

· Manage staff absences ensuring all absences are recorded, all certification forms are completed, return to work meetings are conducted and the Headteacher is informed of any staff reaching trigger points.

· Provide termly absence return to the Trust

· Maintain confidential staff records and ensure that staff records are kept up to date and ready for inspection by Ofsted/Safeguarding.

· To assist where appropriate, the monthly payroll update by adding new staff, removing leaving staff, listing contract variations and overtime for authorisation by the Headteacher – working with the Trust HR function

· Manage recruitment and administration concerning appraisals, and training of all support staff reporting to this post.

· Provide advice to the Headteacher and coordinate advice from Trust HR specialists.

Safeguarding:

· Manage and co-ordinate the updating of the single central register on at least a weekly basis.

· Manage DSB checks/Barring Lists/ entitlement to work checks

· Keep a record of all relevant documents/ CPD certificates etc. and upload onto MIS and SCR where appropriate

· Devise and maintain a system/procedure for visitors to the school

Health and Safety:

· Be aware of and comply with policies and procedures relating to safeguarding; health and safety; confidentiality; and data protection and report all concerns to an appropriate person.

· Line management of the Site staff and ensure all aspects of H&S and compliance are adhered to.

· Make sure school security and health and safety policies are in place and followed

· Oversee the completion of all risk assessments both premises and HR based

· Manage any ‘reasonable adjustments’ under Equality Act 2010 needed for staff or pupils

· Complete regular H&S walk and produce a report for H&S meeting

· Lead regular H&S meetings with the Headteacher, recording concerns and advise H&S Governor with the minutes of these meeting, ensuring all standards are met

· Assist with education visit procedures and ensure all relevant insurances are in place

Fire Safety:

· Ensure there are clear procedures in place for evacuation – plans, grab boxes, registers etc.

· Ensure induction given to all staff, fire wardens trained etc.

· Ensure there is a regular fire drills programme in place – record kept of drills and any issues addressed

First Aid:

· Order stock needed for first aid treatment

· Ensure there is a suitable location for the administration of first aid and keep this are tidy

· Ensure there are suitably qualified staff to provide first aid for children

· Ensure first aid training requirements are kept up to date

Premises:

· To manage the maintenance of the School’s Asset Register

· To record the disposal or sale of any equipment in line with the relevant procedure

· To manage the loan of any of the school’s assets and ensure the relevant documentation is completed in line with the relevant procedure.

· To open and lock up the premises when necessary

· To manage bookings and marketing of community lettings

Business Continuity

· Ensure the Business Continuity Plan is kept up to date, updating information when necessary

· Assist with any exercises designed to test the effectiveness of the Business Continuity Plan

Extended Schools Activities:

· To undertake the duties as specified in the extended school’s procedures.

· To liaise with the Trust over the income collection and recovery of outstanding debts

General:

· Promote equality, diversity and inclusion and demonstrate this within the role.

· To be jointly responsible for promoting and safeguarding the welfare of pupils

· Actively engage in team meetings and contribute to improving teaching and learning for pupils and the School Development Plan

· To acknowledge the need for and practice confidentiality, in regard to handling sensitive information pertaining to pupils, staff or school matters/issues.

· Demonstrate a commitment to the aims and vision of the YES Trust.

· Undertake any other duties commensurate with the post as agreed with the Headteacher

· This is a full year, full time role and the post holder is entitled to 31 days holiday per year – this annual leave can be taken during term time or during school holiday periods.

For more informa

Pay: £36,019.00-£40,553.00 per year

Benefits:

• Canteen
• Company pension
• Cycle to work scheme
• Free parking
• On-site parking
• Sick pay

Work Location: In person