Office Manager

We are looking for an Office Manager to coordinate all administrative functions in order to assist in the smooth running of our outstanding Academy.

Your responsibilities will include management of the Academy office, financial and HR administration, data management and health and safety management.

About Us

Harris Primary Academy East Dulwich is one of East Dulwich’s newest schools and is part of The Harris Federation of Schools which has an established track record of high standards. In 2017, the Academy was graded OUTSTANDING in all areas by OFSTED.

Children are at the heart of all we do. We are a happy, welcoming and inclusive school, supporting a rich diversity of families in our area. Our vision - Achieving Success Together - recognises the importance of the relationship between school and home in children’s development. Parents/carers are welcome as partners in their child’s education and there is a strong parent group who work hard to promote the school, raise funds and support learning.

We provide a vibrant learning environment which nurtures and supports children. Pupils are encouraged to be responsible for their learning, to grow in confidence and become independent. In recognition of the work in this area, the school received UNICEF's Rights Respecting School Award in 2017.

We offer an exciting and engaging curriculum where teachers and pupils work together to ensure high quality learning experiences that enable every pupil to achieve their very best. This includes well-structured lessons, opportunities to learn to play a musical instrument, to use new technologies, to learn outside the classroom through engaging educational visits and to learn away from home through high quality residential trips in Key Stage 2.

Main Areas of Responsibility

Administration

• Presenting the professional and welcoming face of the Academy to all visitors, parents, staff and students, including organising refreshments as appropriate;
• Ensure the Academy office is organised efficiently dealing with external visitors and parents
• Ensuring that all telephone calls are answered professionally and all messages are forwarded to the relevant staff member
• Responding to letters from parents and external bodies
• Providing PA and secretarial support to the Principal
• Managing all queries from parents and the public professionally
• Responsibility for the annual admissions procedure, managing the in year waiting lists and organising admissions interviews
• Maintain a confidential pupil filing system
• Ensuring all stationery and resources are fully stocked
• Setting up and monitoring the Contingency Plan for the Academy
• Line management of premises and office staff
• Liaison with contractors

Financial administration

• Preparing and managing payment runs
• Process purchase orders and invoices and reimbursement of staff expenses
• Assisting in the maintenance of the Academy budget
• Overseeing the maintenance of the Academy monies
• Liaising with the Business Manager relating to work undertaken at the Academy
• Managing and maintaining administrative systems and procedures

HR Administration

• Ensuring the Single Central Register is maintained
• Maintenance of employee files
• Updating payroll information, overseeing monthly payroll reports and maintaining absence records
• Assisting in recruitment procedures for new staff
• Responsibility for DBS checks for all staff, governors and related personnel to the Academy

Data Management

• Maintaining robust processes and managing a varied workload using a structured, timely and prioritised methodology
• Assisting in ensuring the school has appropriate systems, processes and controls to maintain and manage all aspects of pupil data
• Loading annual pupil intake into Bromcom in addition to administering pupils when they arrive, leave or transfer to the school
• Maintaining individual pupils' records in accordance with Census requirements
• Maintaining the database of pupil records for attendance and punctuality
• Co-ordinating the updating of the database with pupil assessment data 
• Managing the annual updating of the database with class changes.
• Producing reports when required.

Health and Safety Management

• Working with premises team, senior leaders and external contractors to evaluate risk assessments and improve health and safety on site
• Assisting in organising training for staff about health and safety issues and risks
• Keeping an up to date Health and Safety filing system
• Working alongside premises officers to ensure that equipment is safely installed and maintained
• Booking first aid courses and monitor the accident reporting procedure
• Providing support in organising fire drills and safety procedures

Qualifications & Experience

• NVQ Level 4 or equivalent qualification or experience in a relevant discipline.
• Several years’ experience working in an office environment at senior level.
• Experience of using Microsoft Office Suite.
• Experience of using Bromcom or other MIS
• Experience of working with the general public.
• Experience of using, maintaining and developing administrative systems.
• Good understanding of databases, including ability to use database to procedure reports and statistics
• Full working knowledge of relevant policies/codes of practice/legislation.

Professional Development & Benefits

Our people are at the heart of our success. We have developed a strong culture of collaboration and best practice, with professional development and career planning at its centre. We invest in our staff with support, coaching, mentoring, and a wide range of top-quality training programmes delivered at every level to senior leadership.

We look for talented individuals who share our vision for creating exceptional places of learning, and are committed to ensuring that every child in London has access to the best possible education.

In addition to the opportunities for career progression, training and development, we also offer a competitive rewards and benefits package which includes our Harris Allowance, a Performance and Loyalty Bonus, Pension Scheme, a Wellbeing Cash Plan and many other benefits.

Safeguarding Notice

The Harris Federation and all our academies are committed to ensuring the highest levels of safeguarding and promoting the welfare of children, and we expect all our staff and volunteers to share in this commitment. All offers of employment are subject to an Enhanced DBS check, references, and where applicable, a prohibition from teaching check will be completed for all applicants. Before applying, please review our Policy Statement on the Recruitment of Ex-Offenders.

Equal Opportunities

The Harris Federation is an equal opportunities employer and welcomes applications from all suitably qualified candidates.

As a provider of employment and education, we value the diversity of our staff and students, and all our staff are equally valued and respected. We are committed to providing a fair, equitable and mutually supportive learning and working environment for our students and staff.