Office Manager

POST OVERVIEW

The Office Manager will work closely with the Trustees and Headteacher, advising on and implementing the day-to-day support that enables the Academy to operate effectively and efficiently, and that allows other members of the leadership team to focus on teaching and learning. Therefore, the Office Manager will be expected to input at a high level of responsibility for the successful and smooth running of the Academy in many areas, particularly the supervision of all clerical support, statistical control and pupil welfare.

The appointee will be expected to be able to handle difficult/sensitive situations without supervision; be proactive and use initiative; prioritise and manage their own workload and supervise the workload of others.

Be responsible for line managing administration staff, their professional development, always working to develop the team to provide the best possible administrative support to the Academy.

The role may involve working with sensitive and confidential information; a high level of confidentiality, discretion and professional integrity is essential.

Monitor and quality assure administration and communication systems so that they run smoothly and efficiently

Ensure that front of Officer staff at reception provide a high-quality service to Staff, Parents, Pupils and Visitors by taking appropriate action swiftly and appropriately using tact, diplomacy and confidentiality at all times

Ensure efficient systems for the maintenance of pupil and staff records

Provide administrative support for the Headteacher, and the Governing Body and its committees as appropriate.

Attend training sessions, meetings and Academy events as required.

Ensure that all decisions are in line with the vision and values of the Academy

Ensure that all the necessary financial data required for payroll is submitted when:

• A new appointment is made
• Changes are made to an existing member of staff's terms and conditions
• A member of staff’s employment terminates.

Ensure that all staff personnel details relating for example: to salaries, pensions, sickness and leave of absence, are included in individual secure personnel files and on the Academy’s computer system.
Ensure that staff are kept informed of relevant changes and developments in employment matters, for example: matters of maternity, leave of absence, sickness and pension related.
Ensure that all aspects relating to work status and registration, immigration and sponsorship are followed including liaison with all relevant parties as necessary - for example:
The Home Office.

Support the Headteacher, SLT, and Trustees with the implementation and operation of all internal personnel policies - for example: discipline, grievance, capability, redundancy, absence monitoring and equality schemes including the appeals process.

In conjunction with the Headteacher and SLT, to be responsible for managing the recruitment process for all staff in line with the Academy’s Recruitment and Employment Protocols.

Oversee and manage processes relating to Office staff absence and the organisation of the necessary cover to enable the Academy to operate effectively during periods of staff absence.

Be responsible for the completion of the Academy Workforce Census, ensuring its accuracy and submission in a timely manner.

Safeguarding encompasses the duties of child protection and promoting the rights and welfare of children. As such it is everyone’s responsibility to safeguard children in line with Keeping Children Safe in Education and provide a safe environment in which children can learn.

Be responsible for ensuring that The Single Central Record is maintained and updated as required.

Manage processes to…