Office Manager

JOB ACTIVITIES

o  Supervise, train and develop all office and secretarial staff and assist in the recruitment process. Hold regular team meetings.

o  Undertake induction, appraisal, training and mentoring of office staff.

o  Maintain appropriate filing systems in respect of: • Children’s case files. • Management and administrative files. • Volunteers files Autumn 2019 Meadows School

o  Ensure the efficiency of the school’s child review process.

o  Maintain records and the production of statistical information on a range of topics including initial enquiries, admission, discharge and other school records. Recommend improvements to existing practices.

o  Ensure the provision of efficient telephone and reception facilities, and participation in this function as necessary.

o  Ensure correct dissemination of relevant information to staff in relation to current Barnardo’s Policy Procedures and legislation.

o  Ensure that administrative and secretarial procedures are followed in accordance with national and regional policies.

o  Ensure that statutory medical services are provided to children, both in the School and the Residential service; liaison with doctors, dentists and other medical authorities, and correct recording and follow-up as necessary.

o  Work as part of the office team in the aim to provide integrated service delivery.

o  Assist with security arrangements at the school, which will include opening and locking buildings as appropriate.

o  Maintain records and co-ordinate information relating to all staff sickness, leave, certificates (Doctors and self certification), occupation health records, referrals, P.45s.

o  Manage the internal filing structure.

o  Assist with marketing and promotion of the School. Autumn 2019 Meadows School

o  Attend meetings on behalf of the bursar, as required e.g. Senior Management meeting, Health & Safety meetings, main budget preparation meetings, Ofsted inspections.

o  Deal with the personnel function and all related administrative matters relating to staff throughout the school and residential units.

o  Represent the school in respect of Ofsted and Minimum Care Standards, as required.

o  Oversee the referral process in the absence of the Bursar.

o  Assist the Bursar in the preparation of the revenue budget to be presented to Regional Finance Managers at the annual budget meeting.

o  Manage expenditure within agreed budgets throughout the year, bringing to the attention of the bursar any deviations in expenditure that are of concern. Regular auditing of resources.

o  Maintain the petty cash system, ensuring sufficient funds for staff at all times, checking and coding transactions and preparing period end documentation and reconciliation, and act as authorised signatory.

o  Process invoices for authorisation and payment, checking for accuracy, allocating codes and for recording/documentation. Also checks the goods received. Undertake split coding as necessary.

o  Reconciling income due from fees records with income shown on Oracle Placement Transaction Reports. Autumn 2019 Meadows School 4.3.6 Undertake administrative work involving the processing/payment of expenses for staff, volunteers and services users.

o  Undertake banking responsibilities to include withdrawal and deposit of funds at the appointed branch, and ensuring safe carriage and security of monies at all times.

o  Assist in the preparation of information for corporate audits, SSI inspections etc. in matters relating to administration and finance as required.

o  Undertake the administration of payroll systems.

o  The typing of letters, memoranda, reports etc from written copy or audio presentation as required. These may include: • Minutes of meetings as required. • Staff reports. • General correspondence and returns. • Minutes of meetings as required. • Child Protection reports and incident forms, School policies, staff appraisals, LA attendance reports, curriculum and lesson plans. • Disciplinary meetings. Attendance at meetings for minuting purposes may be necessary Ensuring such work is of a high standard and that confidentiality is maintained.

o  Make necessary arrangements for meetings, visits and visitors including use of accommodation, timing, provision of travelling directions, and issue of relevant documents, minutes, refreshments etc.

o  Maintain appointment diary/reminder systems and other required records.

o  Maintain working files as required. Autumn 2019 Meadows School 4.4.5 Other secretarial tasks and clerical support as prescribed by the Senior Manager.

o  Ensure that all senior staff receive efficient, and effective clerical and secretarial support.

o  Ensure that confidentiality is maintained amongst office staff at all times.

o  Ensure support to Field Social Work staff etc, as well as providing direct support to other senior managers when necessary. 4.5.4 Responsible for daily distribution of post.

o  Arrange workshops, conferences and the hire of premises, as required. This will involve booking the venue, arranging catering, initiating travel instructions, ensuring adequate conference equipment, and all financial arrangements concerning the event