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Office Manager

Employer
QEGSMAT
Location
Waterhouses, Stoke-on-Trent
Salary
QEGSMAT Scale 5, £22,183 – £24,491 FTE (pro rated £10,389 - £11,470 per annum)
Closing date
3 Oct 2021
Reference
20/09

POST TITLE:                Office Manager

REPORTING TO:         Headteacher

SCALE:                        Scale 5

HOURS:                       20 hours per week

WEEKS:                       40 weeks

                                                                                                                                   

CORE DUTIES:

To organise and deliver effective administrative systems within the school.

Support to Pupils, Parents and the Community

  • Deal with complex reception/visitor etc. matters.
  • Organise school trips/events etc.
  • Manage uniform/snack/other ‘shops’ within the school.
  • Provide advice and guidance to staff, pupils and others.
  • Dealing with children taken ill during the day.
  • Administering first aid as appropriate.

Support to Other Staff

  • Provide personal, administrative and organisational support to other staff.
  • Provide administrative and organisational support to the Governing Body.

Line Management

  • May involve line management responsibility of another member of staff

               (may include admin/site management)

  • Liaise between managers/ teaching staff and support staff.
  • Undertake recruitment/induction/appraisal/training/mentoring of other staff whilst keeping the Trust HR updated.

Support to HR Management

  • Contribute to the planning, development and organisation of support service

               systems/procedures/policies.

  • Supervise, train and develop staff as appropriate.
  • Ensure that Admissions and Leavers are processed accurately and effectively to the Trust.
  • Ensure that the School and Workforce Census are undertaken and submitted in a timely manner.
  • Ensure the School adheres to Trust HR policies and procedures;
  • Maintain the School’s Single Central Record, ensuring that all relevant safeguarding checks are carried out in a timely manner;
  • Maintain staff absence records and assist with managing staff absence;
  • Minute HR related meetings as required; 
  • Prepare and submit HR related returns, as required;

Support Financial Management

  • Ensure the School adheres to Trust financial regulations, policies and procedures
  • Monitor and manage stock within an agreed budget, cataloguing resources and undertaking

               audits as required.

  • Undertake complex financial administration procedures.
  • Assist with the planning, monitoring and evaluation of budget.
  • Contribute to the planning, prioritisation and budget allocation within the financial budget for the

               school.

  • Undertake the administration of Payroll systems.
  • Process staff expense claims and claims for additional hours worked
  • Liaise with the Trust to ensure all income due to the School is collected in a timely manner
  • Oversee the financial aspects of School trips and other activities
  • Maintain the School’s on-line payments system
  • Collect, record, reconcile and keep safe, all monies received for school meals, trips and other activities, banking monies in a timely manner
  • Co-operate with the Trust, its Responsible Officer, auditors and other external regulators
  • Write and submit funding applications to increase the school’s funding streams in line with school improvement priorities.
  • Assist in ensuring school achieves value for money, order and manage resources to maximize effectiveness of activities and minimise waste
  • Participation in budget setting and monitoring, completion of Year End processes to deadline
  • Implement refinements to existing systems, in discussion with senior staff

 

 

CHILDREN AND LIFELONG LEARNING – HR SERVICES

  • Manage expenditure within an agreed budget.
  • Undertake general financial responsibilities including processing invoices, processing and

               distributing orders, receipt and recording of monies.

Support Organisational Management

  • Take a lead role on the development of office systems and processes.
  • Manage manual and computerised record/information systems.
  • Analyse and evaluate data/information and produce reports/information/data as required.
  • Undertake typing and word-processing and complex IT based tasks.
  • Operate relevant equipment/complex ICT packages.
  • Undertake research and obtain information to inform decisions.
  • Assist with procurement and sponsorship.
  • Assist with marketing and promotion of the school.
  • Manage administration of facilities including use of school premises.
  • Undertake administration of complex procedures.
  • Complete and submit complex forms, returns etc., including those to outside agencies e.g. DFE.
  • Manage manual and computerised record/ information systems.
  • Operate relevant equipment/ complex ICT packages.
  • Provide personal administrative and organization support to other staff.
  • Manage the administration and support of confidential medical inspections and reports.
  • Organise staff absence cover

Support to School (this list is not exhaustive and should reflect the ethos of the school)

  • Promote and safeguard the welfare of children and young persons you are responsible for or

               come into contact with.

  • Maintain secure and accurate pupil records, filing systems, document management and record keeping
  • Support School events as required.
  • Be aware of and comply with policies and procedures relating to child protection, health, safety

               and security, confidentiality and data protection, reporting all concerns to an appropriate person.

  • Be aware of, support and ensure equal opportunities for all.
  • Contribute to the overall ethos/work/aims of the school.
  • Appreciate and support the role of other professionals.
  • Attend and participate in relevant meetings as required.
  • Participate in training and other learning activities and performance development as required.
  • Assist with pupil needs as appropriate during the school day.

Note 1:

The content of this job description will be reviewed with the post holder on an annual basis in

line with the School’s Appraisal Policy.

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