Office Manager

Job Purpose:

• To provide leadership and management of the Academy’s administration team and school systems and be responsible for admin services across the Academy

• To contribute to the overall ethos, work and aims of the Academy.

Main responsibilities

• To be responsible for the smooth running of all administrative functions, including the welfare of students, across the Academy.

• To have full line management responsibility of the administration team including appraisals and performance management.

• To supervise and develop administrative staff as appropriate, ensuring their continuing training and development.

• To plan work schedules and rotas, and ensure that the admin team are aware of impending work projects.

• To liaise with senior school staff relating to work to be undertaken by the admin team.

• To manage the school reprographics function.

• To be responsible for managing the admin, office and whole school stationery budgets

• To manage the Main Reception to ensure all visitors receive a warm professional welcome, in accordance with safeguarding procedures and to ensure that hospitality is provided as required.

• To manage Students Services to ensure that all student queries,confiscated items, lost property are handled and dealt with appropriately.

• Contribute to the development of administration and other procedures that are conducive to efficient and effective operation and supportive of student learning.

• To be responsible for maintaining the Parentmail system, organising school trips, events, after school clubs, parent evenings, end of term and themed events, Christmas lunches, school photographer and other pupil related activities.

• To support the School Business Manager with hosting and organising main school events. Such as Open Evening, Presentation Evening etc.

• To support other members of the team in the fulfilment of their responsibilities and provide emergency cover for admin roles if required.

• To manage the school’s communication system ensuring excellent communication between stakeholders and the school using various means e.g. texting, emailing, parentMail.

• To manage all administration relating to admissions including biometrics and transfer of pupils in line with safeguarding requirements.

• To manage the welfare office ensuring that first aid records are up-to-date, vaccinations are administered as required, that the school is HSE compliant and reporting any incidents relating to staff, visitors and students to HSE and SLT as necessary.

• To be committed to the safeguarding and promotion of the welfare of children and young people.

• To manage the appropriate member of staff in maintaining attendance admin and highlighting any concerns to the senior leadership team.

• To develop constructive relationships and communicate with all staff and other agencies/professionals.

• To comply with policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person.

• To attend and participate in regular meetings to provide updates, discuss developments of the administration function and share any issues or concerns.

• Any other duties requested by the Head Teacher or School Business Manager or appropriate to the grade of the post.

The duties and responsibilities listed above describe the post as it is at present. This role will be reviewed annually as part of the performance appraisal process and the post holder is expected to accept any reasonable alterations that may from time to time be necessary.

Westfield Academy is committed to safeguarding and promoting the welfare of Children and Young people. To meet this responsibility, we follow a rigorous selection process. All successful candidates will be subject to an enhanced Disclosure and Barring Service check.

Person Specification

Attributes

Essential (or expected to train/qualify to that standard)

Desirable

Personal Qualities

• Excellent management, interpersonal, organisation and written skills.

• Ability to stay calm, patient and polite whilst working under pressure.

• Confidentiality, probity & integrity

• Strong people skills, fair minded and able to communicate well with a variety of audiences

• Able to interact effectively with staff, parents, students and outside agencies

• Understands the necessity to work as a team and support colleagues.

• Office management training

• Experience team management

Qualifications & Training

• GCSE/CSE or Proven on the job experience

• Level 3 qualifications

Relevant Experience

• The duties and responsibilities listed above describe the post as it is at present. This role will be reviewed annually as part of the performance appraisal process and the post holder is expected to accept any reasonable alterations that may from time to time be necessary.

  Westfield Academy is committed to safeguarding and promoting the welfare of Children and Young people. To meet this responsibility, we follow a rigorous selection process. All successful candidates will be subject to an enhanced Disclosure and Barring Service check.

  
  

  Person Specification

  Attributes	Essential (or expected to train/qualify to that standard)	Desirable
  Personal Qualities	Excellent management, interpersonal, organisation and written skills. Ability to stay calm, patient and polite whilst working under pressure. Confidentiality, probity & integrity Strong people skills, fair minded and able to communicate well with a variety of audiences Able to interact effectively with staff, parents, students and outside agencies Understands the necessity to work as a team and support colleagues.	Office management training Experience team management
  Qualifications & Training	GCSE/CSE or Proven on the job experience	Level 3 qualifications
  Relevant Experience	Experience of working in a school setting Appropriate experience in administration Track record of working within a team Good ICT skills and knowledge of MIS	Experience with Google G-suite Experience with Go4schools Experience of managing
  Knowledge, skills, and abilities	Willingness to learn new skills and acquire new areas of knowledge Ability to plan, organize and prioritize effectively, to meet deadlines Efficient, organised and meticulous Flexible working and ability to multitask Proactive and uses own initiative Understanding and sensitive to others Keen to develop the role further Is willing to contribute to the broader life of the school.	Willingness to go “the extra mile.” Experience of “event management.”