Job Description

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JOB DESCRIPTION

Trust:

Yeovil Area Community Academy Trust

School:

Primrose Lane Primary School

Job Title:

School Office Manager

Reports To:

Head of School & Trust Office Manager

Terms and Conditions:

Term Time only -
Monday - Friday 8.30am-4.00pm

Conditions:

The Yeovil Area Community Academy Trust has a fabulous opportunity for a suitably experienced School Office Manager to Primrose Lane Primary School in Yeovil.

The role involves working closely with the Head of School and Trust Office Manager, organise and supervise administrative systems and support staff in the school office and be responsible for undertaking administrative and organisational processes. Expected to maintain confidentiality at all times and be responsible for the day to day management of the School office team, ensuring it provides a high quality, comprehensive and responsive administrative support service for Primrose Lane Primary School.

Main Responsibilities and Duties

:

GENERAL DUTIES o To ensure the provision of effective office and reception services as one of the first points of contact in the school, maintaining courteous, polite, efficient and effective front-of-house service for all parents, children, staff, Governors and visitors o To keep abreast of legislation and LA regulations, data protection, etc. and advise staff on compliance o To prepare and produce copies of documents, including items that are confidential o To maintain both paper and electronic filing systems in order to provide immediate retrieval o Responding appropriately, professionally and consistently to queries and requests by phone, email, post and appropriately signposting to other members of staff if necessary. o Using the School's MIS and APP to send messages via email/text/push notifications. o To operate relevant equipment, IT packages and Trust wide systems o Updating of Trust wide policies to reflect school protocols and practise and share these across the Trust Portal. o To provide advice and guidance to staff on administrative issues and provide administrative support to the Senior Management Teams o To assist with marketing and promotion of the school as and when required o In liaison with Finance Officer/Site Manager monitor the school mailbox during school holiday times. o Resolution management for reprographics and telephone faults and issues.

ATTENDANCE o To monitor attendance and punctuality in accordance with Trust protocols. o Synchronising the InVentry and MIS system to accurately record pupil attendance. o To contact parents on first day for any unexplained absences and to maintain a record of any absences/medical appointments/holiday requests o To liaise with SLT and in-school support in relation to pupils with low attendance, prepare letters and liaise with the Somerset Education Safeguarding Service as appropriate. o Assisting the school office administrators with pupil attendance monitoring for school clubs. o Attend Trust wide meetings to discuss attendance protocols.

ADMISSIONS o To process applications for school admissions in accordance with the School's admission procedures. Maintaining waiting lists and liaising with external agencies, schools and the local authority. o Ensure all new pupil details are entered on the school's data management system, class lists updated and obtain the Common Transfer File from the previous school with the UPN reference number o Collate information received back by parents as part of their induction information.

STATUTORY RETURNS o Collate all national and Local Authority returns in relation to the School Census and Assessment Data (MTC, KS2), uploading and validating as required.

SAFER RECRUITMENT PROCESSES o Managing the school's recruitment process from inserting advertisements, preparing applicant letters and initiating reference requests to compiling applicant interview packs for the recruitment panel, and sending out offer letters. o Maintaining staff records to ensure there are compliant with safeguarding and recruitment protocols. o Maintaining the Single Central Record in accordance with Trust guidance. o To maintain the CPD records of staff within BromCom and maintain evidence of certificates accordingly.

SCHOOL WEBSITE o To oversee the content of the school website and upload documents as and when required. o Updating the school APP with message for parents.

RESPONSIBILITIES o To be aware of and adhere to applicable rules, regulations, legislation and procedures e.g. Trust (Equal Opportunities Policy/Code of Conduct) and national legislation (Health and Safety, Data Protection). o To maintain confidentiality of information acquired in the course of undertaking duties for the School. o To be responsible for your own continuing self-development, undertaking training as appropriate. o To undertake other duties appropriate to the grading of the post as required o Such other responsibilities allocated which are appropriate to the grade of the post.

Facts and Figures

:

There are currently 207 pupils on roll at Primrose Lane Primary School plus our Pre-School pupils. Software packages used include Microsoft Office and BromCom (MIS system)
The post holder must attend mandatory training e.g Safeguarding and Health & Safety briefings.

This job description is as currently applies and will be reviewed regularly. The job holder may be required to undertake other tasks that can be reasonably assigned which are within the job holder's capacity and grading scope.

SAFEGUARDING - Everyone who works for the Yeovil Area Community Academy Trust has the responsibility for promoting the safeguarding and welfare of children. Commitment to Safeguarding Children o To ensure awareness of school policy and procedures re Child Protection and Safeguarding. o To become aware of the signs and symptoms of abuse by attending relevant training. o To report all causes for concern to a Designated Safeguarding Lead via appropriate methods. o To ensure the safety of all pupils in the school learning environment both indoor and outdoor. o To ensure they complete or are aware of risk assessments pertaining to children in their care or regarding any off site visits.

Job Types: Full-time, Permanent

Pay: 16.37-18.26 per hour

Expected hours: 35 per week

Benefits:

Company pension Free parking On-site parking
Schedule:

Monday to Friday
Ability to commute/relocate:

Yeovil, BA21 5FH: reliably commute or plan to relocate before starting work (required)
Education:

GCSE or equivalent (preferred)
Work Location: In person

Application deadline: 11/07/2025
Expected start date: 02/09/2025