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
View more
- Sector
- Education
- Job Type
- Administration / Clerical / Secretarial - inc PA, Schools / Academies - Support staff roles, Administration
- Contract Type
- Part time permanent
- Working Pattern
- See advert details
- Hours
- Part-Time
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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