Job Description

Closing Date:

Friday 10th October 2025

Interview Date:

Tuesday 14th & Wednesday 15th October 2025

Working pattern:

Monday - Friday | Term time + 3 weeks

Norfolk House School is a well-established and thriving independent preparatory school based in Edgbaston, Birmingham. We seek to appoint an Office Manager who duties will include administering the school's Health and safety systems; premises management; book keeping and ordering supplies and equipment.

The successful applicant will have excellent organisational, administrative, inter-personal and communication skills, and a good working knowledge of book keeping.

The position offers and exciting opportunity to join a small, friendly team who are committed to creating an environment in which children can develop and flourish.

The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Applicants will be required to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS).

The safeguarding responsibilities of the post include promoting and safeguarding the welfare of children and young persons with whom you come into contact.

The post is exempt from the Rehabilitation of Offenders Act 1974 and the School is therefore permitted to ask job applicants to declare all convictions and cautions (including those which are "spent" unless they are "protected" under the DBS filtering rules) in order to assess their suitability to work with children.

Your Duties

The following duties will be deemed to be included in the duties which you may be required to perform:

child protection, discipline, health and safety promoting and safeguarding the welfare of children and young persons with whom you come into contact.

Health & Safety

To oversee and administer the school's Health and Safety systems. To liaise with the Headmistress, staff and the school's Health and Safety consultants to protect pupils, staff and visitors from the risks posed to their health, safety and wellbeing, and in particular to ensure that: the school meets its statutory obligations in relation to Health and Safety, Health and Hygiene, Fire Safety, Asbestos Control and Water Quality; suitable and sufficient policies, procedures and systems are in place and regularly reviewed and updated to reflect current law and best practice; suitable and sufficient training is provided to staff; suitable and sufficient safety equipment is provided and properly maintained; risks posed to the health, safety and wellbeing of children, staff and visitors are suitably and sufficiently assessed; the school minibus undergoes regular and appropriate safety inspections, is serviced, maintained and its drivers properly licensed; the fire alarm is tested weekly; fire drills are carried out every half term; regular water temperature checks are carried out with a view to preventing the growth of legionella bacteria in the school's water system; regular checks of asbestos are carried out; and that appropriate records are maintained of the above.

Premises

To manage the Janitorial team in a manner which ensures that that the school premises are kept tidy and cleaned to a high standard. To engage and liaise with contractors on behalf of the school; to ensure that they comply with all relevant health and safety systems and procedures; and to oversee the work they carry out or the services they provide. To ensure that the school has adequate insurance cover at all times in respect of buildings, public liability, employer's liability, personal accident, travel and any other relevant type of activity or undertaking. To process and manage any claims made against the school's insurance policies. To liaise with the school's Director/Headmistress as necessary in relation to the repair, maintenance and improvement of the school's premises.

Financial Administration

To raise termly sales invoices. To pay purchase invoices and post these onto our accounting software. To maintain the sales and purchase ledger. To reconcile the bank account. To chase debt and liaise with the school's solicitors where necessary. To produce management accounts and financial forecasts as required by the Directors. To liaise with the school's accountants and bankers as required. To submit on a termly basis the schools funding claim and to obtain the relevant paperwork from parents whose children are eligible. To deal with invoice or finance related queries.

Data Management

To ensure that the school manages data in accordance with its legal obligations and best practice. To maintain appropriate records of illnesses, injuries, accidents, incidents and near misses involving pupils, staff and visitors, and to assess regularly any trends in the data. To oversee the completion of any official return. To manage the school archives.

Communications

To manage the receptionist in a manner which ensures that: high customer service standards are maintained at all times; any information which is imparted to the receptionist (e.g. telephone messages, correspondence, reply slips etc) is efficiently collated and passed to the appropriate recipient; any payments made by parents which are received by him or her are properly recorded and receipted; and that any administrative tasks which are delegated to him or her are carried out properly and efficiently. To manage the IT, telephone, email and alarm systems at the school, and all associated equipment. Dealing with telephone calls when the receptionist is not working.

Other

To undertake all such tasks as may reasonably be asked of you by the Headmistress or Directors. To place the food orders for the Catering Team. To process requisition forms once approved by the Headmistress. To take minutes during staff meetings and distribute these promptly once approved by the Headmistress.
Job Types: Full-time, Permanent

Pay: 28,000.00-30,000.00 per year

Benefits:

Company pension Discounted or free food Free parking On-site parking Private medical insurance Sick pay
Work Location: In person

Application deadline: 10/10/2025
Reference ID: Office Manager - 2025