Office Manager

About this Role

Our school is proud to be part of Anthem Schools Trust, who together create ambitious and successful schools where every child thrives. Through the Trust, we provide high-quality professional development, coaching and leadership opportunities. This includes a number of specialist Trust-wide roles that offer talented teachers and leaders the opportunity to develop in their career and make an even bigger difference to children and young people.

All Saints Junior School is a vibrant, welcoming school in the heart of a diverse community in Reading, the county town of Berkshire.

We believe primary school days should be one of the most exciting periods of anybody's life, as new skills and knowledge are gained every day. Our teachers deliver an engaging curriculum both inside and outside the classroom, at our very own forest school, providing exciting experiences that make learning fun.

We are looking for somebody to lead and manage the Office and Administration at our school. The purpose of the role is to be responsible for maintaining pupil data, running admissions, and providing administrative support to the Regional Operations Manager, Headteacher, SLT and other staff. To manage the front office and act as the first point of contact, for the school community and visitors.

Main duties and responsibilities

Admissions

• Manage the admissions process in accordance with statutory requirements and school policies.

• Be responsible for all aspects of Admissions: in-year, new Reception children and transfer of year 6 to secondary schools as well as ensuring the transfer of electronic records to new school for starter and leavers and liaising with Local Authority.

• Organise and distribute packs for new admissions.

• Co-ordinate pupil admission process, ensuring relevant paperwork is in place for Reception and Inyear transfer pupils.

• Be responsible for data management. Maintaining an up-to-date computer database and producing all reports and information about the school as required by the DfE, Local Authority and other relevant agencies. This includes the school census three times per academic year.

• Co-ordinate and collect paperwork for new pupil in-take in September and throughout the year, ensuring historic data is collected from previous schools where required. • Ensure historic data and hard copy files including any SEND and safeguarding issues are sent onto secondary schools and in-year transfer schools when required.

• Close academic year and set up new academic year in MIS and Payments systems.

• Show prospective parents around the school and provide details of the admissions process.

• Support with the organisation of home visits for new Reception children in the summer term.

Reception/Office duties

• Ensure the smooth running of the school office 

• Undertake reception duties acting as first point of contact for staff and visitors in response to enquiries either by telephone, email, or face-to-face.

• Ensure that all visitors to the school are authorised and provided with security badges. Ensure all visitors to the school are signed in on arrival and out when leaving the school.

• Ensure that the reception area is covered during core hours.

• Open and distribute incoming mail and emails, following up where required and ensuring an accurate and timely response.

• Distribute information to parents in all forms of appropriate media, i.e., letters, emails etc.

• Lead on and administer First Aid when required to pupils, staff and visitors.

• Ensure the relevant paperwork is in place to administer medication to pupils whilst on school site.

• Maintain stock and supplies for Main Reception.

• Assist with arrangements for school visits and events.

• Assisting in all aspects of the school’s administration function as part of the Admin team, with a flexible approach to working within the team and school as a whole, for e.g. providing confidential secretarial support for the SLT.

• Produce documents and letters, some of which will be of a confidential nature, as required.

• Act as main contact during emergencies for visitors and temporary staff for example in the event of a fire evacuation. Pupil Data

• Work with Deputy Head/SENCO to keep health care plans up to date.

• Update medical alert boards and food allergy boards when required.

• Ensure attendance data is up to date on MIS system and download weekly data to Target Tracker

• Maintain MIS system and complete termly School Census return.

• Promote Free School Meal registration using the online FSM software, ensuring MIS is updated as soon as changes are notified. Carry out checks on FSM eligibility. Administrative responsibilities & duties

• Handling sensitive and highly confidential material in an appropriate manner.

• Provide good housekeeping of files within the school office and for the Regional Operations Manager and Headteacher.

• Update and communicate lists, information and data as required.

• Update and maintain manual and computerised records/management information systems used by the school.

• Provide administrative support e.g. photocopying, filing, emailing, and completion of routine forms.

• To observe confidentiality and to support the schools endeavour to provide excellent teaching and learning for all students.

• Support with the provision of cover for staff absence, including booking external supply teachers as necessary.

General

• Work closely with Anthem National Team staff as required.

• Demonstrate commitment to and actively promote all school and Trust policies and procedures.

• Demonstrate a willingness to operate within the ethos of the school and to demonstrate the wider values of Anthem.

• Relate well to all members of the school community.

•Ensure promotion and support of Equal Opportunities in line with statutory requirements.

Join our team and we can offer you:

• The chance to join a motivated and supportive team, who are passionate about the school community and creating a school where every child and adult can thrive.

• The opportunity to work within an organisation who have a robust personal development programme and are committed to the professional development of every individual.

• Membership of local government pension scheme.

• Access to Employee Assistance Programme offering free confidential support on a range of issues such as work, wellbeing, money, health, and legal advice.

• Cycle to work scheme.

• Access to a Health Cash Plan, an optional scheme to pay a weekly or monthly premium to claim money back on everyday health care needs such as dentist, optical and physical needs.

If you feel you have the skills and experience to support the pupils at All Saints, we would be delighted to hear from you. We welcome visits to the school and are sure you will experience our nurturing, welcoming atmosphere to get a taste of how rewarding your work will be.

Please contact David Phillips at the school to arrange a visit or further discussion at dphillips@anthemtrust.uk or telephone 0118 9375562