Office Manager

Grange Primary School is committed to safeguarding children; successful candidates will be subject to an enhanced Disclosure & Barring Service check.

Title of Job: Office Manager                                  

Scale: PO1 

Job No (s)      

Department: Education

Section: Grange Primary School       

PERSON REPORTS TO: Head Teacher

PERSON SUPERVISES: Admin Assistants and Mid –day Supervisors 

To lead and manage by providing professional skills and technical capabilities, specialist subject knowledge (including employment legislation) integrity in decision making and operational activity that is required for the effective operations of Human Resource Management at Grange Primary School.

To make a major contribution to the successful strategic management and administration of Grange Primary School and its day to day efficiency. To develop, maintain and operate administrative procedures for the school in order to ensure that all legal requirements are met.

To be responsible for the provision of an effective human resources service to ensure the efficient functioning of the school and to provide personal administrative support to the Head Teacher. To actively promote the continuous professional development of all staff in the school.

EQUAL OPPORTUNITIES:

The Council has a strong commitment to achieving equality of opportunity in both services to the community and the employment of people and expects all employees to understand and promote its policies in their work.

DUTIES AND RESPONSIBILITIES

PO1     

To undertake the following duties with minimal supervision, demonstrating a thorough working knowledge of the work areas, setting work standards and taking decisions leading to changes in important procedures and practices.

PA

1. To provide a PA role to the Head Teacher.
2. Support the Head Teacher as far as possible by dealing with issues to alleviate his/her workload.
3. Drafting of correspondence for Head Teacher’s signature and to attend meetings where and when directed in order to take minutes and arrange their production and distribution.
4. To prepare reports and information to assist the Head Teacher and Governing Body
5. To support the head teacher in other task that may be deemed reasonable 
6. To be an ambassador of the Head Teacher and school at all times whilst maintaining confidentiality.

HR

7.                  To follow Safer Recruitment practices in all recruitment processes

8.                 To be responsible for ensuring that the Single Central Register (SCR) is up-to-date and accurate for all employees, contractors and volunteers

9.                  To manage the recruitment process and ensure that all relevant documents are supplied and to record this using TEAMs

10.               To liaise with payroll and carryout all relevant duties ensuring that the school is compliant and the correct contracts have been issued

11.                 To monitor absences, ensuring self-certification forms are completed in a timely manner

12.               To maintain sickness and absence records and report to the Head Teacher for further action  

Office

13.  To have day-to-day responsibility for the management of the school office using the computer-based system

14.   To ensure the school admissions process is fully compliant

15.  To ensure that Grange Primary is fully compliant, up-to-date and that all staff are aware of relevant policies and regulations

16.  To liaise with the school Bursar to ensure the school remains compliant in all financial matters

17.  To complete the SFVS with guidance from the Head Teacher

18. To liaise with auditors and the Borough’s Finance Department in order to follow the latest initiatives and guidelines regarding finance and budget management, including setting up and using the SIMS system.

19.  To ensure that school meets its statutory employment, equality and Health and Safety obligations.   

20. To keep maintenance records of school equipment and to liaise with the school IT technician on the safe use of IT equipment

21. To have responsibility for the ordering of any repairs and maintenance work needed and then tracking to ensure that the work is carried out to a good standard.

22. To update information technology skills as and when required.

23.  Deal with enquiries by telephone, in person and in writing.

24.  To provide onsite training for the office staff wherever necessary to support in their day to day management of their tasks.

These are intended to be a guide to the range and level of work expected of the post holder. It is not an exhaustive list of all tasks that may fall to the post holder and employees will be expected to carry out such reasonable duties, which may be required from time to time by the head teacher and or line manager.

The post holder must carry out their duties with full regard to the School’s Equal Opportunities and safeguarding policies.