Office Manager

JOB PURPOSE: 

 To organise and supervise the effective provision of administrative support services to the Academy and ensure that all work is undertaken in accordance with Academy Policies.  

 AREAS OF ACCOUNTABILITY:  

 • Delivery of a mutually agreed set of Key Performance Indicators, set annually in consultation with the Principal. 

• Efficient administration of Schools Management Information System (Bromcom). 

• Supervision and co-ordination of the office team.

• Effective support of the ALT

• Timely completion and dispatch of statistical information 

• Timely completion and storage of personal information in accordance with the Data Protection Act, GDPR and Safeguarding. 

 SPECIFIC RESPONSIBILITIES: 

 A. Office Management: 

• To supervise and work as part of the Academy’s administrative, secretarial, finance, reception and clerical support team, ensuring duties are completed appropriately. 

• To maintain an oversight of the Academy’s admissions processes and procedures, ensuring its accuracy. 

• To ensure the School Management Information System (Bromcom), is accurate and up to date.  

• To become the Academy champion for all matters relating to Bromcom ensuring delegated duties and provision of training as required.  

• To ensure the timely transfer of data between the Academy, Local Authority and Oasis Community Learning, as required periodically, reconciling any queries.

• To liaise with the IT technician and oversee the use of office technology and communications systems in the administrative function.  

• To ensure the provision of an efficient and effective reception service to the Academy and that the appropriate image/ethos of inclusion and welcome is projected at all times. 

• Liaise with School Health Service and other agencies in relation to pupil welfare, as required. 

• Ensure administrative support is offered to staff in successfully organising school trips, as appropriate. 

B. Administration Duties: 

• To be responsible for ensuring that all general office routines/services are provided efficiently and effectively e.g. 

o postal services, both in and out of the Academy 

o maintenance of student files 

o telephone, e-mail & visitor enquiries/message taking and referral  

o Reception diary management 

o collection and reconciliation of school monies and processes related to school meals, milk in schools etc. 

o contacts with outside suppliers of goods or services, receipting of goods and invoice processing

• To ensure the effective use of MCAS by the Academy 

• To ensure the development and use of appropriate ‘house style’ formats and standards, and ensure adequate record/filing and back-up systems are available.  

• To administer provision of Free School Meals ensuring statutory returns are completed in an accurate and timely fashion to DfES, Local Authority, and others who may require information from time to time. 

• To ensure that data recorded on Bromcom for FSM/PP is accurate.

C. Provision of Secretarial Support to Academy Leadership Team 

• To be responsible for ensuring that all office/secretarial services for the Academy and designated members of the Leadership Team, are provided efficiently and effectively and in a timely manner.

To provide secretarial services:

• Co-ordinating the ALT diaries – appointments, meetings, key school dates etc.

• Distributing/responding to/recording ALT’s mail

• Ensuring timely reminders are sent to all staff and Council members in advance of events, meetings, etc

• Researching and/or managing projects that may be identified from time to time by the Principal or Leadership Team

• Maintaining the Academy’s filing system 

• Organising travel and overnight accommodation arrangements for ALT, as required

• Producing documents, briefing papers, reports and presentations for ALT as required.

D. Human Resources: 

• To support the Operations Manager in the maintenance of the Single Central Record, ensuring accuracy at all times, inclusive of staff, Academy Council etc.

• To support the Operations Manager in providing information to Regional/ National payroll. 

• To support the Operations Manager in ensuring the monthly payroll information is entered for all Academy employees.

• Administration of disclosure and other checks for Staff, Contractors and Volunteers.

• The recruitment of academy staff as required, ensuring all appropriate checks are undertaken prior to employment commencing. 

• Administration of employment records, contracts using the iTrent HR system.

• Providing support at confidential meetings, to include minute taking

 E. Communications: 

• To support in co-ordinating the production of necessary external publicity (Academy prospectuses, brochures, etc.), working with appropriate members of leadership or teaching staff to ensure that these are prepared on time, to budget and with adequate stocks held.  

• To ensure support is provided to co-ordinate the production of Academy Newsletters. 

 F. Other: 

• To ensure good employee relations and safe working practices are adhered to and promoting and safeguarding the welfare of children and young people in the Academy. 

• To attend and support out of hours meetings and events in the evenings attended by parents. 

• To participate in the School’s Performance and Professional Development Process.  

• To ensure all tasks are carried out with due regard to Health and Safety. 

• Undertake any other duties as commensurate with the grade in order to ensure the smooth running of the Academy. 

 G. Safeguarding children and young people 

 Oasis is committed to safeguarding and promoting the welfare of children and young people. We expect all staff to share this commitment and to undergo appropriate checks, including an enhanced DBS check. 

 The person undertaking this role is expected to work within the policies, ethos and aims of the Academy and to carry out such other duties as may reasonably be assigned by the Principal.  

This post is covered by Part 7 of the Immigration Act (2016) and therefore the ability to speak fluent spoken English is an essential requirement for this role.

The above responsibilities are subject to the general duties and responsibilities contained in the Statement of Conditions of Employment.

The duties of this post may vary from time to time without changing the general character of the post or level of responsibility entailed.