Operational Office Manager (Tittensor CE VC First School)

Tittensor CE (VC) First School is a small, friendly and inclusive school. We are an enthusiastic, hardworking, dedicated and fun-loving team and are keen to appoint a like-minded part-time office manager.

This is a 14 hour per week fixed term contract, term-time only, working over two days.

We are looking for someone with some experience of working in a school office and can uphold the job specification as below.

Reporting Relationships

Responsible to: Headteacher

Key Relationships

School staff team

Liaising with

Parents, pupils and external stakeholders and agencies

Statement of Purpose

To organise and supervise administrative systems within the school, and to contribute to the planning, development and monitoring of support services, including the delegation and co-ordination of work activities with direct reports.

Key Responsibilities

Support to Pupils, Parents and the Community

1. Deal with complex reception/visitor matters.
2. Provide advice and guidance to staff, pupils and others.
3. Deal with children taken ill during the day.
4. Administer First Aid as necessary in line with health and safety policy and guidance.
5. Manage the publication of the school's newsletter and communications to parents via different channels.

Support to Other Staff

1. Provide personal, administrative and organisational support to the Headteacher and other staff as directed by the Headteacher.

Support HR Management

1. Contribute to the planning, development and organisation of support service systems/procedures/policies.
2. Maintain staff personnel files ensuring statutory requirements are met.

Confidential Administration to the Headteacher

1. Undertake arrangements for staff appointments, including arranging and supporting selection processes, requesting references and drafting letters associated with the process on behalf of the Headteacher.
2. Make telephone calls and prepare correspondence for and on behalf of the Headteacher as directed. Maintain relevant filing systems.
3. Enter, update and extract data/information from internal and external systems as required by the Headteacher.
4. Maintain and manage the Headteacher's diary.

Support Financial Management

1. Support School Improvement Planning to ensure budget plans and SIP plans align.
2. Assist the Headteacher with the planning, monitoring and evaluation of budget.
3. Contribute to the planning, prioritisation and budget allocation within the financial budget for the school.
4. Manage expenditure within an agreed budget.
5. Undertake administration of payroll systems. Undertake general financial responsibilities including invoices, processing and distributing orders, receipts and recording monies.

Support Health & Safety

1. Co-ordination of facilities management at school level.
2. Liaison with the Headteacher to ensure all health and safety duties are fulfilled compliantly.
3. Liaison with the Headteacher and external providers as necessary to seek advice and/or ensure maintenance of site.
4. Liaise with the Headteacher and other colleagues to ensure that school and site improvements are accounted for within budget planning and management.

Support Organisational Management

1. Manage the nursery admissions process, and Nursery and Reception new starters.
2. Take a lead role in the development of office systems and processes.
3. Maintain data protection records ensuring compliance with school and Trust procedures.
4. Contribute to School Improvement Planning.

Additional Information & How to Apply
Please complete the attached application form detailing how you meet the person specification.

Completed applications should be returned to by Thursday 1 st May midday and interviews will take place on 6 th May.

This School is committed to safeguarding and promoting the welfare of children and young people/vulnerable adults and expect all staff and volunteers to share this commitment.

This position is subject to a criminal records check from the Disclosure and Barring Service (formerly CRB) which will require you to disclose details of all unspent and unfiltered spent reprimands, formal warnings, cautions and convictions in your application form.

Please also note that if you are shortlisted for the role, we may conduct an online search as part of our due diligence on the shortlisted candidates.