Job Description

and Person Specification

Office Manager (Including Finance)

Job details

School

All Angels' Primary Federation (Clover Hill VA Infant and Nursery School and St Michael's VA Junior School)

Grade: Scale G 34,291 - 42509 depending on weeks worked per year

Responsible to:

The Headteacher or other members of the Federation's leadership team.

Responsible for:

Administrative and clerical staff, and other non-teaching staff where applicable.

Effective date: As soon as possible

Role and context

Job purpose

Under the direction of the Headteacher, and in accordance with the practices and procedures of the school, assist with the management of the school's administrative, financial, technical and clerical support services to a high standard, ensuring that these functions support the management and teachers of the school in an efficient and effective manner.

Assist with the development, planning and management of school support services and complex procedures.

Context

Job Family: Administration

Other Job Information (e.g. any special factors or constraints)

In addition to the responsibilities of administrative officer level 1 (GR9025) the job is required to:

a) Contribute to the development and planning of effective and efficient support services within the school.

Overseeing the Administrative teams in both school offices.

Assist with the planning and management of more complex procedures that reduce teachers' workloads, including teaching cover, examinations, and submission of bids and personnel advice.

To provide efficient and effective administrative support to the Head Teacher and senior leaders in specific areas, such as Finance.

Principal Accountabilities

Accountability

Order of importance (1 = most important etc)

Financial

To assist in the preparation, controlling and monitoring of financial budgets and financial reports.

1

To administer all necessary accounting procedures associated with requisitions, the school's Imprest Account and unofficial monies.

2

To manage the school's financial and operational information systems.

3

To ensure that the necessary administrative arrangements are carried out with regard to the processing of invoices, lettings, free school meals, purchasing/ordering, and other financial and related procedures.

4

Personnel Management

To assist with the administrative arrangements relating to staff contract management, throughout the Federation where applicable.

5

To assist the Head Teacher in monitoring staffing contracts by examining and checking information used by the County Council and assisting in the preparation of financial statements to assist with budgetary purposes.

6

Assist in the preparation of financial information relating to staff and liaise with the external finance services provider as required.

7

To monitor expenditure and provide regular monitoring reports relating to staff to the Head Teacher and Governing Body.

8

To supervise administrative and clerical staff.

9

Oversee and ensure the accurate completion of staff contracts, salary claim forms for all categories of staff within the school, making sure the correct forms are used in each case and obtaining the necessary authorisation, and forwarding them to the external personnel services provider.

10

Oversee the completion and submission of the monthly staff return, the termly reminder detailing staffing changes, and maintain sickness absence data, completing sickness insurance returns as necessary. Regularly update contract changes and ensure they are correctly implemented.

11

Oversee and maintain confidential staff records in the school and assist staff with any pay related issues.

12

Liaise with appropriate providers concerning the placement of recruitment advertising and supporting the recruitment process within the school by responding to requests for information, dealing with the arrangements for interviews and assisting with pre-employment checks.

13

Oversee the liaison with the external personnel services and payroll providers concerning any staffing changes within the school, maintain up to date supply list of teachers and teaching assistants, contract supply staff and assist with monitoring specific areas of staffing cover in the school.

14

Facilities Management

Where applicable, under the direction of the Headteacher/Deputy

Headteacher to supervise contractual and related arrangements, including building works and maintenance, quality control of contractors' work, supplies and the administrative arrangements pertaining to contract management and asset management,

15

Administration and Organisation

Contribute to the development and planning of effective and efficient support services within the school.

16

To manage, deal with, and undertake administrative, secretarial, word processing/typing, computing and information/data services, ensuring that these functions are organised efficiently to meet the needs of the school. Where required to manage other non-teaching support services.

17

To assist at Governors/Committee meetings and to attend other school management meetings as required.

18

To undertake general duties of an administrative or organisation nature and any other duties that are within the scope of the post as determined by the Headteacher or senior member of staff.

19

Person specification

Qualifications

NVQ 3 or equivalent in relevant discipline or equivalent experience.

Good numeracy/literacy skills/GCSE (or equivalent) Maths and English.

Experience

Experience of development, management and operation of financial facilities and administrative/organisational/procedures.

Is fully competent at using and able to develop and implement common and school specialist IT systems.

Holds an appropriate administrative qualification at NVQ level 3 or has the equivalent relevant experience.

Skills/knowledge

Effective use of ICT and other specialist equipment/resources.

Full working knowledge of relevant policies/codes of practice/legislation.

Excellent ICT/keyboard skills.

Ability to relate well to children and adults.

Work constructively as part of a team, understanding school roles and responsibilities and your own position within these.

Ability to self-evaluate learning needs and actively seek learning opportunities.

General information

The job descriptions details the main outcomes required and should only be updated to reflect

major changes

that impact on the outcomes of the job.

Job holders must be aware of and comply with all current guidance, policies and procedures relating to safeguarding and ensure that they are in accordance with statutory and school safeguarding requirements at all times.

Job holders must ensure that they have read, understood and act in accordance with current school policies, particularly those intended to protect children and employees, for example, health, safety, welfare, safeguarding and inclusion.

All work performed/duties undertaken must be carried out in accordance with relevant County Council, department and school's policies and procedures, within legislation, and with regard to the needs of our customers and the diverse community we serve.

Job holders will be expected to be flexible in their duties and carry out any other duties commensurate with the grade and falling within the general scope of the job, as requested by management.

Job Types: Full-time, Part-time, Permanent

Pay: 34,291.00-42,509.00 per year

Expected hours: No less than 35 per week

Benefits:

Company pension Free parking Sick pay
Schedule:

Monday to Friday
Education:

GCSE or equivalent (required)
Experience:

Office: 1 year (required)
Work Location: In person

Application deadline: 30/05/2025
Reference ID: School Office Manager