Office Manager

Post Reference: 2322

Academy: Leeds West Academy

Job Title: Office Manager  

Grade: SO2 £32,909 to £34,723

Hours: 37 hours per week, full time, all year round. (7am-3pm Monday to Thursday and 7am-2.30pm Friday.)   

Accountable to: Academy Business Manager

Leeds West Academy is a school with a remarkable sense of community and a strong and safe culture, a place where staff and students can thrive.  We were judged as ‘Good’ by Ofsted in May 2019 because teaching is strong, the support we provide for our students and staff is unrivalled and because our results have improved year-on-year since 2016. In 2022, our students secured the best results in the school’s history. In short, there is no better time to join Leeds West Academy, as a colleague, a leader or as a student.

Leeds West Academy is a fabulous place to work. We are a caring and supportive community, as part of White Rose Academies Trust and ground-breaking Luminate Education Group, we benefit from exceptional CPD. A broad, varied and highly bespoke package is well-established, driven by the latest in educational research focused on the development of all professionals in the organisation at each career stage. Colleagues train with us, they grow with us and they progress with us.

 Our academy predominantly serves the community of Bramley in Leeds. We are oversubscribed and popular within our community. More families are choosing Leeds West Academy as first-choice for their children than ever before.  Our students are amazing; they are generally respectful young people who embrace diversity and have a strong sense of fairness. 

We benefit from world-class facilities, and are accommodated in a £30 million building, which opened in late 2011. Staff and students at the academy benefit from a bright, modern, heavily resourced learning environment, which is highly flexible to meet the needs of the 21st century learner.  

Role: 

We are currently seeking an experienced office manager to join our administration team. The successful candidate will have experience of managing a team and will be responsible for assisting with the planning, development, and management of key administrative and organisational processes within the school office.

Duties and Responsibilities:   

Lead the administrative operation as Office Manager ensuring the academy has an effective and supportive administrative support service. 

To contribute towards the planning, development and organisation of administrative systems, procedures, and policies.

To liaise with the Academy Business Manager, Operations Manager, and other senior staff to ensure the provision of an effective administrative support service is provided.

To manage the school reception to ensure the academy provides an efficient service and welcoming experience for all external visitors.

To carry out line management/performance review duties for the office team including all office apprentices, reprographics technician and receptionists.

To manage and support office staff as appropriate ensuring workloads and work streams are monitored.

To chair regular team meetings with the administrative staff.

To manage and process and quality assure Educational Visits processes, providing administrative support assisting trip leaders to use Evolve in line with Leeds City Council’s requirements.

Provide detailed summary of all trips and visits ensuring proposals are issued to Senior Leadership Team (SLT) for approval in advance.

Update general office procedures to reflect current practice and embrace new technologies. For example, ensuring the academy uses Arbor effectively.

To co-ordinate the cashless catering school debt letters, emails, and messages to parents for school dinners.

To arrange the secure offsite storage of confidential records.

To manage the confidential waste contract and arrange collections.

To plan a resilience strategy to ensure key administrative functions operate in times of staff absence.

To support the collation and preparation of data and other management information.

To analyse and evaluate data/information and produce reports as required. 

Maintain manual and computerised records, undertaking typing, word processing and other IT based tasks.

To ensure the accuracy and completeness of student contact information held on Arbor and associated parent contact details.

To administer the parent, pay system on Arbor ensuring the optimum number of students utilise the system.

To support the Senior Team with arrangements for open evenings, transition day, and other events.

Coordinate and oversee immunisations working with the Student Welfare Officer.

Oversee the academy free school meals records ensuring all eligible students are accurately recorded on the MIS.

You may be deployed in other White Rose Academies Trust locations within a reasonable distance from your main place of work from time to time; you will be compensated for your additional travel costs.

Working collaboratively with third party stakeholders wherever necessary.

 See job description for additional responsibilities.

Part of White Rose Academies Trust, Leeds West Academy is accelerating on a thrilling journey, which will ultimately see the school, its staff and its students, secure an Ofsted rating of ‘World Class’.    

Closing Date: Tuesday 29th August 2023 at 9am                 

Shortlisting Date: Tuesday 29th August 2023                   

Interview Date:  Friday 1st September 2023                  

Start Date:  As soon as possible; upon successful completion of pre-employment checks.

For more information, please visit our website at www.whiteroseacademies.org. 

To apply, please complete the application form and return to recruitment@whiteroseacademies.org by the closing date. Please note we are unable to accept CV’s.

White Rose Academies Trust is committed to safeguarding and promoting the welfare of its students and expects all staff and volunteers to share the commitment. Appointments will be subject to Safer Recruitment Procedures and an enhanced DBS check.

Please note this role will involve contact with children and you will be engaging in regulated activity. It is an offence to apply for the role if you are barred from engaging in regulated activity relevant to children.

We promote diversity and want a workforce which reflects the population of Leeds. Applications are welcome from all, irrespective of sex, sexuality, race, religion, marital status, age, or disability.

PLEASE NOTE THE REQUIREMENT TO ATTACH YOUR APPLICATION FORM AS A SEPARATE DOCUMENT TO YOUR EQUAL OPPORTUNITIES FORM WHEN EMAILING YOUR APPLICATION TO US.