Job Description

Grade:

NJC Scale P02

Responsible to:

Principal

Hours:

Full time, term time only: 36 hours a week, 39 weeks a year

Job purpose

The Office Manager provides comprehensive administrative support to the Principal and manages the daily


administrative functions of the school. This role is key to ensuring the smooth and efficient operation of the


administrative office, handling both routine and ad-hoc tasks while supporting the leadership team. In


addition to general office management, the Office Manager also has a focus on some school-based Human


Resources (HR) duties, ensuring a well-functioning and positive school environment. The Office Manager


will lead the administrative function encompassing Reception, Administration, Student Attendance,


Medical, Midday Supervisors, Student Services and Reprographics.

Administration

Provide administrative support for the Principal including being the point of contact between him
and staff, some diary management; managing correspondence; coordinate room bookings;
Provide administrative support for other members of the SLT; Complete exclusions paperwork including letters, forms; permanent exclusion paperwork and
governor panels;
Manage the school complaints procedure; Manage visitors including social worker/agency visits, ensuring smooth running of arrangements (meeting rooms are booked, hospitality and accessibility);
Knowledge organiser packs and website links; Purchase refreshments when necessary.

Line management

Hold line management responsibility for some administrative staff including Reception, Student


Attendance, Medical, Student Services, Administration, Midday Supervisors and Reprographics;
Carry out performance management and probation meetings. Responsible for the continuing training and development of admin staff.

Office management

Develop standard operating procedures for the administrative functions;
Direct and delegate tasks within the administrative team; Lead, support and coordinate the work of the reception and student services team, and the other teams they line manage;
Ensure the academy's administrative work-flow is carried out efficiently; Ensure the office environment is organised, welcoming, professional and productive; Be proactive in seeking improvements to the school's administrative processes; Oversee and provide administrative support for the leadership team; Ensure the school calendar and meeting schedule is up to date; Prepare information, statistics and reports as required by the Principal and other senior staff; Ensure the school is presentable (displays, TV screens, clocks, graffiti).

Admissions

Assist the Trust's Data team where necessary;
Assist with the smooth running of the mid-term admissions onboarding process, liaising with the Trust data team and school's administrative team as needed;
The Admissions onboarding duties include, but are not limited to, the following: taking students to/from the admission interviews; arranging uniform; liaising with the staff coordinating the assessments; collating forms from the parents; arranging the photographs for new students.

Human Resources

Liaise with the HR Director regarding HR matters;
Assist with school-based HR matters including, but not limited to, requests for time off and sickness; probation reminders and form collation; return to work meetings;
Help with recruitment and hold responsibility for posting adverts and organising interview schedules;
Assist with the administration of staff training records including statutory and mandatory online training;
Assist with distributing and collating staff google forms / data collection forms / surveys eg Acceptable Use of IT forms.

Communication

Distribute the Bulletin and Staff Comms messages;
Manage the school website, ensuring it is up to date regarding term dates and staff vacancies, and liaising with Cleverbox;
Ensure the intranet is up to date; Help with the organisation of school events such as Open Evening, Celebration of Success; Manage parental communications including inTouch and Mailchimp;

Trust procedures

Comply with trust processes and procedures;
Work closely with the TPET Central Team including CEO COO HR Data and Cover Manager Finance and Operations Manager Finance Officer Data Administrator

General

Participate in school emergencies as required, including evacuation procedures, through the
provision of attendance data, locating students and relevant staff, contacting emergency services


and completing necessary documentation.
Attend relevant meetings and training sessions Keep up to date with developments and changes in relevant legislation and guidance, and
communicate appropriate information to colleagues.

Conditions of employment

The above responsibilities are subject to the general duties and responsibilities contained in the
written statement of conditions of employment (the contract of employment).
Support and encourage the school's ethos and its objectives, policies and procedures as agreed by
the governing body.
Uphold the school's policy in respect of child protection and safeguarding matters. Subject to all relevant statutory and institutional requirements. May be required to perform any other reasonable tasks after consultation. This job description allocates duties and responsibilities but does not direct the particular amount
of time to be spent on carrying them out and no part of it may be so constructed.
This job description is not necessarily a comprehensive definition of the post. It will be reviewed at least once a year and it may be subject to modification at any time after consultation with the post


holder.


All members of staff are required to participate in the school's appraisal scheme. Other duties of an appropriate level and nature may also be required, as directed by the CEO or
Principals.

Safeguarding

Uphold the trust's policy in respect of child protection and safeguarding matters. Have commitment to the trust's equality policies. Ensure any extra-curricular activities will be free from partisan, political and religious views. Where
political issues are discussed, a balanced view is always presented.

Health and Safety

The law requires employees to:


Take reasonable care of their own health and safety and that of others who may be affected by
what they do at work
Co-operate with their employers on health and safety matters Do their work in accordance with training and instructions Inform the employer of any work situation representing a serious and immediate danger, so that
remedial action can be taken.




You may be required to be a fire marshal, and will be given training.


In addition, teachers and other staff in schools have a common law duty to act as any prudent parent would


do when in charge of pupils.

GDPR

During the course of your employment you will have access to data and personal information that must be


processed in accordance with the terms and conditions of the Data Protection Act 2018 and the


requirements of GDPR.

Notes:

This job description may be amended at any time in consultation with the postholder.


Please note that this list of duties is illustrative of the general nature and level of responsibility of the role. It


is not a comprehensive list of all tasks that the postholder will carry out. The postholder may be required to


do other duties appropriate to the level of the role.


Last review date:


Next review date:


Principal's signature:


Date:


Postholder's signature:


Date:

PERSON SPECIFICATION

Education Qualifications

GCSE A-C / 9-4 grades in English and Mathematics or equivalent
Further qualifications (desirable)

Essential skills

Excellent communication and interpersonal skills
Strong literacy and numeracy skills Ability to work independently, demonstrating initiative, and within a team High attention to detail and ability to develop and maintain efficient record keeping/management information systems, providing accurate records and reports as required
Ability to reconcile priorities, work to tight deadlines and problem solve Receptive to new ideas, approaches and challenges Good organisational and time management skills Knowledge of the range of additional support/agencies available for students Proficiency in IT systems (eg Word, Google, Excel, Gmail, SIMS) The ability to work flexibly

Desirable professional Experience/Knowledge and Understanding

Experience of the administration and coordination of school processes * Experience of using SIMS