Primary Operations Manager

Primary Operations Manager

 Reporting to: Principal

 Start date: As soon as possible

Contract: Permanent

 Working Pattern: 40 hours per week, TTO plus 79.4 hours to be worked in academy                                 closure periods as directed by the academy

The Role

To provide the overall strategic and operational leadership and management for all aspects of HR, ICT, community usage, administration and operations support in the academy.

HR

·      To lead on the day to day HR service provision, working collaboratively with the academy’s People Business Partner and Centralised People support service

·      To manage the HR Information System and payroll information to ensure that electronic employee records are accurate and up to date and which meets Ofsted standards. This will include responsibility for data entry, regular and ad hoc reporting, and an annual data cleansing exercise

·      To maintain an accurate and up-to-date Single Central Register (SCR) in accordance with the Keeping Children Safe in Education Regulations and Ofsted

·      Provide first point of contact support on all Ark HR policies, processes and system queries

·      Produce a range of HR letters and correspondence (e.g. variation to contract letters, maternity, holiday entitlement) from standard templates Supporting with Disciplinary, Grievance, Capability and Appeal processes, including organising meetings, preparing packs for attendees, note taking and outcome letters

·      Co-ordinate the annual Appraisal process, ensuring that managers complete meetings and associated appraisal records effectively and timely

·      Co-ordinate the staff induction process and ensure the probation process is managed effectively

·       To work with Mazars to ensure the compete submission of pension returns for both teaching and non-teaching staff 

Recruitment and Selection 

·      Co-ordinate the full recruitment processes across the academy, including; vacancy request approvals, effective utilisation of the Ark Recruitment System, candidate screening, interview scheduling/preparation and hiring outcome processes

·      Process staff appointment documentation for successful candidates, including offer letters, contracts of employment and all pre-employment and safeguarding checks and induction details 

Administration & Reception

·      To line manage the Office team in managing all aspects of reception and administration responsibilities. This will include working daily on reception to support during busy periods and covering for receptionist.

·      To work with the administration and receptionist to ensure the pupil admissions process, including but not limited to; maintaining relevant databases, providing timely reports, supporting pupil induction and completing the Pupil Census.

·      To establish and maintain an effective hospitality and reception service for a wide range of contacts

·      To provide oversight of effective administration systems throughout the academy

·      To establish administrative systems and procedures for all departments within the academy, and to train and support staff to ensure that these systems and procedures are properly implemented and effectively controlled

·      To ensure that the academy complies with Data Protection and Freedom of Information legislation, in conjunction with Ark Governance Team

·      To provide daily cover for reception as required

Premises Management, Security, Safety & Lettings

·      To work in collaboration with the Premises Manger to ensure all aspects of premises management and security, including building maintenance, development of facilities, the Asset Register and health and safety are compliant  

·      Working with the Regional Facilities Manager to manage building projects, ensuring delivery within scope, time and finance

·      To work in collaboration with the Premises Manager to oversee the lettings provision of the academy, ensuring that access is appropriate, that facilities are used safely and that no damages are incurred; to be the point of contact for individuals/groups letting areas of the premises and ensure that staff coverage during lettings is appropriate

·      To support the leadership team in developing the strategic approach for lettings and community links and lead on establishing links with the community in this regard

ICT

·      To manage the service and contract/ SLA delivery for ICT support in conjunction with Ark Central IT team

·      To ensure all ICT assets are security-marked and maintained, through management of the ICT service provider

·      To have oversight of ICT technicians on site, the work they do and the priorities they set

·      To ensure that safeguarding is the top priority with regard to ICT usage within the academy

Finance

·      To work with the Finance Officer to ensure the effective implementation and operation of financial controls

·      To ensure prompt and efficient completion of monthly, quarterly and annual returns, as required by the Governing Body, Ark and by outside bodies including LGPS, TPS, HMRC.

·      To be a budget holder for operational areas of the budget, ensuring that spend is managed in line with approved budgets

·      Input into termly forecast/ budgeting process, analyzing and reviewing strategic plans for Academy’s operational areas

·      To work with the Finance Officer to support the regional finance team to ensure that in-school processes, as applicable, are implemented and followed

·      To work with the Finance Officer to monitor service level agreements, contracts to monitor effectiveness of delivery and value for money.

Other

·      Carry out other reasonable tasks as directed by the Principal.