Job Description
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School Office Manager and Headteacher's Personal Assistant
Core Purpose The school office manager is responsible for the smooth and effective running of the school office and all administrative and communicative systems. They contribute to the planning, development and organisation of support service systems, procedures and policies. The office manager line manages the administrative staff, ensuring a professional and welcoming reception for all visitors and parents.
This is a full time vacancy (52 weeks per year), salary scale 9, points 29-33 £37,336 to £41,418
Key Responsibilities:
Organisation
Ensure the smooth and effective running of the school office and all administrative and communicative systems
Contribute towards the planning, development and organisation of support service systems, procedures and policies
Assist in the organisation of school trips, parents' evenings and other meetings/events
Ensure all staff create a professional and welcoming reception for visitors and parents
Leadership
Line manage all administrative staff, including reviewing performance and carrying out appraisals
Train and develop administrative staff as appropriate
Ensure the office team delivers and meets the needs of the school
Take decisions in line with the school's vision and values
Administration
Manage manual and computerised record/information systems
Analyse and evaluate data/information and produce reports as required
Provide support to staff and the governing board
Oversee and organise admissions procedures, maintain waiting lists
Carry out filing, printing, photocopying and manage the school's email inbox
Resource Management
Order, monitor and manage stock, ensuring best value
Oversee and operate relevant equipment and IT packages
Provide advice and guidance on administration systems and events
Assist with procurement, sponsorship/funding and marketing
Compliance
Manage the administration of recruitment, including advertising, documentation, checks and the Single Central Record
Keep records in accordance with data protection law
Support the data protection officer with ensuring compliance
The office manager will be required to safeguard and promote the welfare of children, and follow school policies and the staff code of conduct. This list is not comprehensive - the postholder may be required to carry out other appropriate duties as directed by the headteacher.
Provide high-quality administrative and organisational support to the Headteacher, enabling them to focus on strategic leadership and school improvement. This aspect of the role involves managing the Headteacher's diary, communications, and administrative tasks to ensure the efficient and effective running of the school.
Key Responsibilities:
Diary and Calendar Management
Manage the Headteacher's diary, scheduling meetings, appointments, and events
Liaise with staff, parents, governors, and external partners to coordinate the Headteacher's schedule
Communication and Correspondence
Act as the first point of contact for the Headteacher, handling phone calls, emails, and visitors
Compose and distribute correspondence on behalf of the Headteacher, including letters, emails, and reports
Administrative Support
Assist with the preparation of documents, presentations, and other materials. Oversee the management of school policies and internal staffing cover arrangements
Project and Event Management
Support the Headteacher in the planning and delivery of school events, such as parents' evenings, open days, and staff meetings
Contribute to the organisation of special projects and initiatives led by the Headteacher
Other Duties
Undertake any other reasonable tasks as directed by the Headteacher
Person Specification:
Excellent organisational and time management skills
Strong communication and interpersonal skills
Proficient in the use of IT, including Microsoft Office suite
Ability to work under pressure and meet deadlines
Discretion and confidentiality
Proactive and adaptable approach
Commitment to the school's vision and value
Qualifications and Experience:
Minimum of 3 years' experience in a similar administrative or PA role, preferably in an educational setting
Excellent written and verbal communication skills
Relevant qualifications in administration, business, or a related field would be desirable
Closing Date for Applicants: Will remain open until sufficient applications received or appointed.
Information about the School
Harlow Fields School and College is an all age special school for pupils with severe, moderate and complex needs. We are an inclusive, vibrant learning environment offering high quality education and care for all.