Office Manager

Purpose of the Role: 

 To establish and provide a comprehensive and effective administration and office support to the school, being responsible for the day to day running of the school office and site functions including but not limited to, finance, HR, admin and premises. 

 The postholder will be expected to provide the main point of contact for parents and visitors, ensuring communication channels are effective. 

 Duties and Responsibilities:

 Administration: 

· To manage the school’s administrative systems in line with Trust policy and guidelines 

· To establish and manage systems and procedures for all the administrative needs of the school e.g. letters, e mails out to parents within agreed deadlines, brought forward and filing systems, etc. 

· To manage and update the school’s calendar, organise and schedule meetings, book courses, arrange travel and book accommodation 

· To receive and welcome visitors and parents/carers in a professional manner and providing refreshments as required 

· To receive the school’s incoming telephone calls, respond to queries and provide general information about the school as appropriate. Ensure an appropriate system is in place to efficiently deal with requests/ take messages  

· To co-ordinate the collection, entry and extraction of data required to complete statutory returns by the timescales set by DFE/EFA 

· To monitor the use of the school’s stationery and equipment. 

· To remain conversant with the Head Teacher’s workload on an ongoing basis, whilst actively supporting the Head Teacher in discharging day-to-day school matters and queries. This will involve undertaking roles and tasks (with minimal supervision) that require an in-depth understanding of methods, systems and processes over a range of procedures. Additionally, to undertake drafting of detailed reports, information and related correspondence as required on behalf of the Head Teacher 

· To provide mentoring support, key training and direct/manage workload of any other administrative staff. 

· To manage and update on a regular basis relevant content of the school website 

Attendance: 

· Manage school entry system for staff, printing reports as requested by HT/ Governors and identifying any issues which arise 

· To update the school MIS system with pupil attendance information on a daily basis 

· To make absence calls, monitor children’s absence and ensure reasons are received for any unknown absences or they are reported to the Headteacher 

· To establish and maintain a record keeping system to record all late arrivals/ departures of children during the school day 

· to maintain the attendance of all school staff and enter all absence on the MIS system. 

  Admissions: 

· Co-ordinate all areas related to admissions and primary/secondary transfer processes 

· Ensure the school's admissions system is maintained and kept updated  

· Ensure all on-going admissions are chased and completed 

· To develop and supervise the maintenance and accuracy of manual and computerised records including via the school MIS (sometimes initiating and implementing change) and support efficient school management 

Financial Management and Accounting: 

· To source and order goods and services at ‘best value’ and in line with delegated authority. Seek approval where the purchase is in excess of this delegated authority 

· Enter purchase orders onto the financial information system 

· Log and record all delivery notes and link them to the approved order in line with the agreed procedure 

· Manage the process for payment of all original approved purchase invoices  

· Keep detailed records and logs and manage a system for voluntary contributions from parents – liaise with Trust Director of Business to ensure correct accounting entries are observed 

· Keep detailed records and logs and manage a system for dinner money payments where appropriate. Liaise with the Catering provider over the number of meals to be provided and manage the collection of any outstanding debt due from parents/carers in line with the debt management policy 

· Assist, and lead where appropriately, with the implementation and management of the cashless income system including setting up parents, reconcile accounts and payments 

· To manage approved expenses claims from staff for payment according to the agreed procedure 

· To support the Trust and Headteacher with bids for funding to secure additional funding for the school 

· Ensure gas/electricity/water meters are maintained and read at monthly intervals 

· To assist the Headteacher, Director of Finance and other YES Trust staff with budget monitoring  

· Ensure community lettings are agreed and invoiced in a timely manner and debts are chased up in line with the Trust’s policy 

HR 

· Maintain and manage the school’s Single Central Record 

· Manage the personnel function for the school including pre-employment checks for new staff and issuing contracts for employment.   

· Manage staff absences ensuring all absences are recorded, all certification forms are completed, return to work meetings are conducted and the Headteacher is informed of any staff reaching trigger points.  

· Provide termly absence return to the Trust 

· Maintain confidential staff records and ensure that staff records are kept up to date and ready for inspection by Ofsted/Safeguarding. 

· To assist where appropriate, the monthly payroll update by adding new staff, removing leaving staff, listing contract variations and overtime for authorisation by the Headteacher – working with the Trust HR function 

· Manage recruitment and administration concerning appraisals, and training of all support staff reporting to this post. 

· Provide advice to the Headteacher and coordinate advice from Trust HR specialists. 

Safeguarding: 

· Manage and co-ordinate the updating of the single central register on at least a weekly basis.   

· Manage DSB checks/Barring Lists/ entitlement to work checks 

· Keep a record of all relevant documents/ CPD certificates etc. and upload onto MIS and SCR where appropriate 

· Devise and maintain a system/procedure for visitors to the school 

Health and Safety: 

· Be aware of and comply with policies and procedures relating to safeguarding; health and safety; confidentiality; and data protection and report all concerns to an appropriate person. 

· Line manage the Site Manager and ensure all aspects of H&S and compliance are adhered to.

· Make sure school security and health and safety policies are in place and followed 

· Oversee the completion of all risk assessments both premises and HR based 

· Manage any ‘reasonable adjustments’ under Equality Act 2010 needed for staff or pupils 

· Complete regular H&S walk and produce a report for H&S meeting