About this role
Organisation
1. Ensure the smooth and effective running of the school office and all administrative and communicative systems
2. Assist in the organisation of school trips in cooperation with other staff.
3. Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required
4. Ensure that all staff create a professional and welcoming reception for all visitors and parents and all visitor checks and health and safety processes are in place to monitor entry in and out of the school
5. Delegation of work to office staff as and when necessary
6. Liaison with senior school staff relating to work to be undertaken by the office
Leadership
1. Line manage the Office Administrator, kitchen Assistant Manager and Premises Officer, including reviewing staff performance and contributing to their appraisals
2. Train and develop administrative staff as appropriate
3. Ensure office staff at all times present a positive image of the school to all staff, parents and visitors, both internally and externally
4. Develop an office, kitchen and premises team that delivers and meets the needs of the school
5. Make all decisions in line with our school’s policy, procedures, vision and values, and encourage others to do the same
Administration
1. Manage manual and computerised record/information systems
2. Analyse and evaluate data/information and produce reports/information/data as required
3. Provide personal, administrative and organisational support to other staff and the governing board
4. Oversee and organise the management of the pupil admissions procedure and maintain waiting lists
5. Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary
6. Assist with managing the school’s email inbox, ensuring the school meets its expected response times and emails are forwarded to the relevant staff member as necessary
7. Manage and organise completed forms from parents/ carers
8. Organise and distribute incoming and outgoing post
9. Support the induction process for new staff and pupils
10. Book training courses for staff, when required
11. Assist SLT with ensuring there is sufficient staff cover when staff absences occur
12. Planning work schedules for your team and ensuring that they are aware of impending work projects, etc.
13. Identifying training needs of your team and bringing them to the attention of the HT for discussion
14. Maintaining sickness and holiday records of all staff
15. Monitoring the induction of any new member of the office, kitchen or premises staff
16. Create and maintain staff’s personnel files in accordance to LA expectations
Resource management
1. Order, monitor and manage stock, ensuring best value following the school’s purchasing processes
2. Oversee and operate relevant equipment and IT packages (e.g. the school’s MIS system)
3. Provide advice and guidance to staff, pupils and others on administration systems and events that take place in school
4. Assist with procurement and securing sponsorship/funding
5. Assist with marketing and promoting the school
6. Manage financial administration procedures and maintain appropriate records to satisfy audits
7. Assist with the monitoring of specific sections of the school budget
8. Manage office expenditure with an agreed budget
9. Manage service contracts
10. Assist the premises officer with the organisation of premises repairs
11. Manage school licences and insurances
12. Maintaining an inventory of school assets and ensuring their security
13. Have overall responsibility for the receipt, safekeeping and banking of all monies received.
14. Ensure the office is kept tidy, organised and in good order at all times, making sure there are sufficient office resources available
Maintaining computerised databases of pupil and staff information, including:
1. Inputting and updating of all appropriate pupil and staff information and producing reports when required
2. Production of census
3. Assisting with examination entries