This role is term time only working 37 hours per week over 41 weeks per year.
We are looking for an
experienced, motivated, and professional Office Manager
to play a key role in shaping the future of our school. This is an exciting opportunity to continue to set up and manage the systems and processes that keep our busy school office running smoothly -- while ensuring parents, carers, colleagues, and visitors all receive the very best experience. You'll also work closely with the Head of School to help create the conditions for outstanding teaching and learning.
As a valued member of the
school leadership team
, you'll bring expertise, organisation, and vision to our administration, making a real difference to the success of our academy.
What we're looking for:
Strong communication skills and a warm, approachable personality
A proven track record of running a busy office (education experience an advantage, but not essential)
Excellent attention to detail and commitment to high standards
Flexibility, adaptability, and resilience in the face of challenges
A positive, problem-solving mindset
Experience leading administration or office teams
In return, we offer:
A welcoming, supportive school on an exciting improvement journey
Wonderful children who are motivated, happy, and eager to learn
Professional development, coaching, and mentoring opportunities
A creative, enthusiastic, and collaborative staff team
Generous benefits and excellent career prospects
If you're ready to bring your skills, energy, and leadership to a role where you can truly make a difference, we'd love to hear from you!
The role will include:
Administrative
Manage the full range of administrative support to the Headteacher and other leaders within the Academy
Line manager members of the administration team to ensure effective customer service and administration provision to parents and other Academy colleagues
Ensure all members of the administration team receive annual appraisals and performance management including assessing CPD for the team
Devise and maintain effective office administrative systems to deal with any relevant paperwork including organising, storage, document retrieval and other information in both paper and computer based systems
Attend meetings to take notes and document actions arising including supporting the Headteacher or senior leaders with any relevant preparation required
Be responsible for liaison with any other relevant departments both within the Academy and wider Trust for any administrative requirements or contractor management
Ensure any relevant processes or risks from an insurance provision are managed with direction from the Headteacher
Management of any financial procedures within the Academy as directed by the wider Trust business support teams
Support and manage the administrative team to ensure effective school messaging systems and where applicable any monies are collected and recorded appropriately e.g. dinner monies, trips and any other requirements
Manage the process for parents undertaking visits to the Academy ensuring all relevant safeguarding procedures are in place
Manage the admissions processes for the Academy including maintenance of waiting lists, allocation or spaces and other responsibilities in line with requirements
Maintain pupil records and be responsible for completion and submission of relevant forms and returns including to outside agencies
Ensure all visitors are greeted and supported effectively by the administrative team and that all relevant procedures are in place from a safeguarding perspective
Ensure all the administrative team are compliant with any relevant statutory or Academy processes in relation to pupil or staff data, equality and diversity requirements, health and safety procedures and safeguarding policies
Work with the Site Manager to ensure effective administrative support for any health and safety processes or contractor management
Support and help coordinate any Academy events as required
Procurement & Resources
Ensure value for money is always considered in Procurement.
Obtain quotes and approval as outlined in the Scheme of Delegation.
Maintain an Asset Register in line with Trust policy.
Be responsible for ordering resources ensuring best value in line with Trust procedures
Operate and manage resource allocation of IT equipment and other system to ensure these remain fit for purpose with the IT team
Assist with the marketing and promotion of the school as required
HR
Have knowledge of all of the Trust's HR policies and follow procedures as outlined in relevant policies.
Manage the recruitment process writing Adverts, updating s and ensuring all recruitment checks are carried out prior to interview and references are received, gaining authorisation/liaising with the Trust where required.
Assist with the Headteacher shortlisting and support with the interview process as required. Send out offer letters and arrange for contracts to be raised.
Ensure all pre-employment checks are carried out and personnel files are updated with the correct documentation.
Ensure all new starters are thoroughly inducted in line with Trust procedures and probation policies are followed
Record all DBS checks on a Single Central Record and ensure that it is fully compliant and is in line with Ofsted requirements. Keep up to date with safeguarding legislation.
Complete Starter and Leaver forms and Variations to Contract letters or forms.
Inform Payroll of any contract changes and pay increases.
Enter any contract and salary changes on HCSS and SIMS.
Monitor Staff Absence on the Management Information System.
Carry out performance management on line managed staff
Ensure all pension documentation for Teachers Pensions and LGPS is completed on time.
Payroll
Complete all HR paperwork for example, changes of contracts and salary changes and ensure the HR system is updated daily as required
Review all overtime, unpaid leave, expenses claims before authorisation by the Headteacher.
Ensure all staff changes are applied within the HR system at the time of change to ensure payroll is accurate
Check draft and final Payroll reports using Staff Monthly Profile Listing.
Audit
Prepare all documentation for both internal and annual audit processes.
Act on any recommendations that result from the Audit and the Trust.
Premises Management and Health and Safety
Work with the Trust procurement team to prepare work specification for tender and to assist with the selection of contractors.
Work with the Trust's Health & Safety Officer to formulate, implement and monitor the Academy's Health and Safety policy.
Ensure a safe environment for the stakeholders of the Academy. Monitor statutory Health and Safety checks, Fire Risk Assessment and update the Business Continuity Plan.
Line management of Premises staff
Marketing & Liaison
Participate in the work of the Academy through attendance at meetings and participation in working parties.
Promote the Academy to different audiences and raise the profile within the local community.
Liaise with local businesses and other schools for fundraising, arranging vocational experience and joint projects.
Management Information Systems and ICT
In consultation with LEAD ICT that the Academy has a strategy for using technology aligned to the development plan.
Ensure that contingency plans are in place in the case of technology failure.
Ensure data collection systems providing information to stakeholders are streamlined to maximise efficiency of the data supplied.
You will have the following qualifications and experience
GCSE Maths & English at least grade C or equivalent
Relevant additional qualifications at least at level 4 or above e.g. Business Management or school Business Manager
Supervising experience
Office experience
Clerical experience
Administrative experience
Communication skills
Organisational skills
Team management skills
Human resources knowledge
Phone etiquette
Leadership abilities
Customer service skills
Job Types: Full-time, Permanent