Office Manager

5 days left

Birmingham, West Midlands
£20,903 - £27,041
14 Sep 2021
30 Sep 2021
Job Ref
Contract Type
Full time permanent
Working Pattern

Office Manager


Reporting to                Headteacher

Salary:                                   Grade 3 (SCP 9-22, £20,903 to £27,041)


Reporting to the Headteacher, the Office Manager will provide senior administrative support to the School. This will include:

  • providing general administration support to the School;
  • support on administering staff recruitment activities;
  • support on student recruitment activities;
  • preparation and maintenance of pupil records
  • inputting into and maintaining the data within the MIS system;
  • line management administration function;
  • support on administering educational visits; and
  • working with the wider administration team to support and carry out general administration activities to support the wider school operations.

This post is covered by Part 7 of the Immigration Act (2016) and therefore the ability to speak fluent English is an essential requirement for this role.

Core purpose

This postholder will provide clerical, and administrative support to the Headteacher and school to enable the delivery of a professional and efficient and administrative service

Specific responsibilities

Office Management:

  • Line management and supervision of the administration team.
  • Responsible for the efficient and effective running of the school office.
  • Contribute towards the planning, development and organisation of the administration systems, procedures and policies within school.
  • Maintenance of staff absence records.
  • Arranging supply for absent staff.
  • Liaising with external agencies as directed by the Headteacher.
  • To provide a clerical/administrative and diary support to the leadership team with the school.
  • Produce correspondence for the Headteacher and leadership team.
  • To organise and minute meetings as requested.
  • Proof read and format documents including policies.
  • Deal with general queries by e-mail and telephone.
  • Support the administration of educational visits (administering the approval of visits, overseeing collating of permission slips etc).
  • Administering hardship/pupil support processes.
  • Liaison with the BDMAT central team.
  • Liaison with Site Supervisor.

Staff Recruitment:

  • Liaison with BDMAT HR Officer over the recruitment of new staff to ensure posts are approved before advertisement, and contracts/offer letters are arranged for successful candidates.
  • Liaison with BDMAT HR Officer over the advertisement of vacancies.
  • Production of adverts and Job Descriptions as required.
  • Administration of job applications.
  • Administration of interviews.
  • Liaison with candidates during the recruitment process.
  • Working with the BDMAT HR Officer on the maintenance of staff employment files.
  • Maintenance of school’s Single Central Record (SCR).

Student Recruitment:

  • Oversee communications with students and their families throughout the application process through to students arrival in school.
  • Oversee the production of letters to students.
  • Liaison with the relevant Local Authority teams on behalf of the Headteacher.
  • Creation and maintenance of student files.


  • Completion of school pupil and workforce census returns for review and authorisation in line with BDMAT procedures.
  • Be the school’s GDPR lead, supporting the Head of School Support in monitoring data protection compliance and advising the school community on data protection issues.
  • Keep records in accordance with the BDMAT record retention schedule, ensuring information security and confidentiality at all times.



  • To obtain purchase orders using Hoge 100.
  • Establishing contacts with a variety of outside suppliers of goods or services and the receipting of goods.
  • Responsibility for collecting and reconciling school monies and providing statistical information as required including administering free school meals.

General Administration:

  • Upload documents, including policies and job advertisements to the website. 
  • Deal with correspondence received via email or post.
  • Support staff with printing, copying and filing as necessary.
  • Provide other general admin support to the school as necessary.
  • Maintain systems for a range of resources, including databases.
  • Recording of accidents in line with BDMAT policy.




  • Support the overall Christian ethos of the Trust
  • Be a part of the school team and support the smooth running of the school.
  • Have an understanding of safeguarding, data protection and GDPR.
  • Willingness to work flexibly, occasionally outside of normal hours.
  • Maintain the confidentiality in the course of undertaking duties.

As a term of your employment you may reasonably be expected to perform duties of a similar or related nature to those outlined in the job description.

This job description will be reviewed and updated periodically in order to ensure that it relates to the job performed. The work of all MATs and schools change and develop continuously which in turn, requires employees to adapt and adjust.  The functions/responsibilities above should not therefore be regarded as immutable, but may change commensurate with the grading of the post.  In these circumstances it will be the aim to reach agreement on reasonable changes, but if agreement is not possible management reserves the right to make changes to the job description following consultation. Any major changes will involve discussion and consultation, which if wished, may involve a Trade Union/Professional Association representative.


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