Office Manager - Flexible working hours available

Job purpose

To provide operational support to the senior leadership team and regional operations manager and be responsible for managing the office and administrative functions in the academy including Admin, HR, Catering (including midday supervisors) and facilities, ensuring the smooth running of the school

Main duties and responsibilities

Administrative responsibilities & duties 

Support the regional operation manager to provide strategic leadership and development of the resource and business functions of the academy and its estate. 

• Provide outstanding support/provision/delivery of/for, Human resources, facilities management, and catering, 

• Communicate the Academy vision effectively at meetings both internally and externally and support Academy events as appropriate.

• Ensure Academy compliance with Anthem and academy policies.

• Liaise effectively with the Headteacher, Regional Operations Manager and the central Anthem Team, working within the agreed trust frameworks, providing information for the trust as required in your areas of accountability 

• Line manage facilities assistant, finance assistant and Administrator.

• Ensure the smooth running of the academy office by working closely with the Administrator. Cover office duties when required due to absence or other reasons.

• Maintain the Academy MISs and other database systems and ensure deadline are met (Key Stage Assessment data/Census/End of Year Reports)

• Manage any petty cash that comes into the Academy

• Ensure effectiveness of all customer facing services

• Liaise effectively with the Headteacher, Regional Operations Manager regarding admissions and appeals.

Facilities & Estates Management

• Ensure the school is clean, tidy and compliant with Health and Safety regulations and risk assessments, including regular building/premises checks

• Support the Regional operations manager in responding to recommendations from Health and Safety audits and reviews and escalate incidents to the Anthem central team and ensure Risk Assessments are current.

• Support the DSL in responding to recommendations from the annual safeguarding audits 

• Ensure contractors on the school site are properly managed including checking DBS and insurances are in place.

• Work with the Site Manager and regional operation manger to manage day to day maintenance and repairs across the site and prepare for audits.

• Work with regional operations manager and Anthem Property Management on maintenance and capital projects relating to the school site.

Human Resource Management

• To assist the Headteacher and regional operations manager with the recruitment, appointment and resignation of all staff including preparation of job descriptions, person specifications, press adverts, interview process and contracts.

• Ensure all information related to staff is input into the HR portal and the Staff Absence Insurance portal in a timely manner, to include new starters, leavers, maternity, absence etc., 

• Implement the school’s HR policies and procedures, embedding them across the school.

• In conjunction with Trust payroll provider liaise with pension agencies to address enquiries and submit returns as required.

• Hold the school Single Central Record in line with statutory safeguarding and Trust requirements and manage the processes of Work Experience, Volunteers and Visitors in line with these. Ensure personnel records are kept current and contain relevant information.

• Administer DBS applications for all school staff and volunteers

• Oversee the tracking and reporting of staff absence, ensuring triggers are followed up in line with school policy.

• Work with the Headteacher, Regional operations manager and Anthem Head of HR on staff HR issues, keeping them informed of any restructuring, disciplinary, capability or significant absence cases.

Legal and compliance

• Ensure that all information/data that is held and processed by the school is managed in accordance with data protection requirements, and that confidentiality and security are always maintained. Work closely with the Trust’s Data Protection Officer.

• Work with the Trust Compliance officer in responding to FOI and data access requests

• Oversee the school's Critical Incident Plan, ensuring that it is up to date and available if needed.

• Check and help to maintain the school website in conjunction with the regional operations manager and Anthem Central Team to ensure compliance

• Prepare for and take part in Safeguarding Audits.

Community 

• To ensure the provision of support to the Headteacher and Regional Operations Manager in publicising the school and its facilities to parents and members of the local community

• Support the promotion and marketing of the school in the local community

• To ensure that effective lines of communication are maintained between the school and local residents through letters and events.

• To report to the Local Governing Body on matters of school business.

General

• Demonstrate commitment to and actively promote all academy and trust policies and procedures

• Positively market the academy and seek opportunities to promote the work and ethos of the academy within the local community and to internal and external stakeholders

• Relate well to all members of the academy community

• Ensure promotion and support of Equal Opportunities

• Carrying out any other reasonable duty as requested by the Headteacher and or the regional operation manager.