Office Manager

Office Manager

Type of contract - Permanent

Start Date: as soon as possible if available, depending on pre-employment checks

Hours: 37.5 hours a week Monday to Friday, Term Time only (including inset days) plus 2 additional weeks (41 working weeks, plus pro rata holiday allowance of 6.17 weeks)

Salary: £26,000 - £28,000 actual (£28,663 - £30,868 FTE) depending on experience

To line manage and co-ordinate the support services function within the school (2 School Administrators, Reprographics Technician, and Receptionist), in order to provide a high quality, efficient, and friendly central administrative service. Much of your time will be in support of the Principal.

Main Responsibilities and Duties:

• Line manage and co-ordinate the work of the school administrators, reprographics, and reception service within the school, ensuring all functions are adequately covered and a high standard of service is maintained.
• Complete annual performance development for the team.
• Word processing of a variety of documents, which may include but not be restricted to letters, reports, student logs, certificates, policies, plans etc.
• Supporting the Principal to manage their workload. This includes the filtering and managing of post, telephone calls, and enquiries.
• Deal with queries, decide how to action the response or refer it as appropriate and act as a filter when deciding what matters should directly be referred to the Executive Principal/Head of School or redirected elsewhere.
• Maintains individual manual and electronic filing systems as required.
• Together with the administration team, produces letters and reports relating to student suspensions and exclusions, ensuring student records are accurate.
• Minute taking at meetings as requested by members of the Senior Leadership Team.
• Electronic diary management for the Principal and other members of the Senior Leadership Team. To include the scheduling of reviews and meetings. Ensures key events are recorded in the school diary and on the website, and all necessary paperwork completed. Books rooms for events/meetings, liaising with key staff as needed.
• Together with the other school administrators, provides an administrative and hospitality service for school meetings and visitors. Arrange reserved parking spaces for visitors.
• Contribute to the creation, development, implementation and operation of systems, procedures, and processes that support and develop a coherent and successful administrative support service across the school.
• Be an advocate and example of good practice for the recording, storage, retrieval and reporting of student data using school systems such as Arbor, or any other software.
• Provides an administrative service in support of behaviour, complaints, and attendance systems. This may involve the creation of trackers, the provision of logs and reports, or the production of data.
• Prepare and issue suspension and permanent exclusion letters on behalf of Principal / Governors.
• Arrange permanent exclusion Hearings (i.e. contacting the Clerk/Governors) and distribute paperwork to the Clerk/Governors/Parents/Staff.
• Liaise with the school photographer for student photos to be taken in September and for proofs/orders to be passed to students.
• Liaise with the bus company to advise holiday/INSET/early closure days.
• Support the Principal in the co-ordination of celebration assemblies and events.
• As well as co-ordinating, provides emergency support and cover as required, for administrative and reception functions as part of the wider office team.
• Comply with and be a role model in dealing with all aspects relating to data protection legislation, giving due diligence to the role overseeing the personal and sensitive data of students. This will include the safe disposal of confidential waste.
• Along with all members of staff, the post holder has a duty to comply fully with all safeguarding procedures, to ensure students are safe.
• Ensure copies of statutory policies and other school documents approved by the governing body are kept in the school and published as agreed, for example, on the website.
• Comply with all school policies and procedures.
• The post holder may be required to perform duties other than those given in the job description for the post. The particular duties and responsibilities attached to posts may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and would not of themselves justify the re-evaluation of a post. In cases, however where a permanent and substantial change in the duties and responsibilities of a post occurs, consistent with a higher level of responsibility, then the post would be eligible for re-evaluation.

Personal Development

• Undertake appropriate and regular training and development to maintain his/her knowledge and improve practice.
• Participate in annual appraisals.

Facts and Figures:

Robert Blake Academy is an 11-16 Secondary School with approximately 1,060 students and 130 staff. The school serves an area of high deprivation, with numbers of pupil premium, and SEN students well above Somerset and national averages.

Currently line manages a team of 4 full-time staff, comprising 2 school administrators to the Senior Leadership Team, the Receptionist, and Reprographics Technician.

SUPPORT PROCESSES

Problem Solving and Creativity:

Ability to work flexibly and proactively.

Constantly looking at the most effective way of carrying out tasks, and the wider administrative function of the school.

Dealing with tight deadlines, reacting to a variety of requests and frequent interruptions to work, which may result in changing priorities.

Decision Making:

Under overall direction from the Principal and Business Manager prioritises own timetable and workload, adhering to school policies at all times.

More complex decisions referred to the Principal or Business Manager

Physical Effort and Working Conditions:

Normal school and office working environment with frequent and prolonged use of ICT.

Contacts, Relationships, and Standards:

· Support the aims and ethos of the school.

· Set a good example in terms of dress, punctuality, and attendance.

· Must comply with the staff Code of Conduct and school policies.

· Be proactive in matters relating to health and safety across the school.

· Must maintain a high degree of discretion and confidentiality.

· Comply with all areas of data protection legislation.

This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. This post is subject to a satisfactory Disclosure and Barring Service (DBS) Enhanced Disclosure Certificate.

Knowledge, Skills, Experience, and Personal Qualities:

· Must be highly ICT literate and able to use Microsoft Outlook and Word in particular, to a high level of competency. Will also be required to use school specific software, such as Arbor, for which training will be provided as required.

· Be comfortable in working with, extracting, and manipulating data.

· Have good, written and verbal communication skills and be able to relate well to school staff, students of all abilities, parents, carers, and external partners.

· Must have excellent interpersonal skills and a high level of emotional intelligence.

· Be able to prioritise and manage workload, as well as supporting the work of others.

· Be able to work in an organised and methodical way, paying attention to detail, and have good organisational skills.

· Be able to work accurately and to deadlines.

· Be able to work effectively under pressure.

· Be able to maintain confidentiality and comply with data protection requirements.

· Must be a team player, with the ability to work independently as required.

· Must have a desire to improve and develop.

· Have enthusiasm, flexibility, and a sense of humour.

· A minimum qualification of 5 GCSEs (A* - C) or above, or equivalent, including English and Maths.

Job Types: Full-time, Permanent

Pay: £26,000.00-£28,000.00 per year

Benefits:

• Bereavement leave
• Canteen
• Company pension
• Cycle to work scheme
• Enhanced maternity leave
• Free parking
• Gym membership
• On-site gym
• On-site parking
• Sick pay

Work Location: In person