Office Manager (Term time only)

Staines Preparatory School is a welcoming and supportive independent school located in the heart of Staines, dedicated to providing an excellent education for children aged 2 to 11. We are currently seeking an enthusiastic Office Manager (Term time only) to join our friendly team and help ensure the smooth running of our school office during term times.

Position: Office Manager (Term time only)

Leadership And Management

• Forward plan the termly and annual workload for the Office and Welfare functions, communicating this to stakeholders regularly

• Contribute to the broader smooth running of the Support Staff function, through participation in weekly planning meetings

• Build positive working relationships with Senior Leadership, Teachers, Support Staff, Parents and Contractors, with clear and consistent communication at the core

• Carry out regular informal meetings with direct reports alongside formal performance management processes

Front Of House

• Create a welcoming and professional environment for visitors, covering Reception in conjunction with the School Administrator

• Ensure visitors are signed in and cared for as appropriate (including supervision when necessary).

• Answer telephone calls and email promptly and professionally

• Ensure reception desk cover during term time

• Create cover rota for Support Staff Team for periods of absence or leave

• Update school calendar as appropriate with key events, for example fixtures, school photos, annual vaccinations, Book Fair in coordination with School Secretary

• Co-ordinate Library and Office monitors (pupils) in their activities

• Complete DBS and ID checks when necessary

• Manage car park requests and Board Room bookings across the school

• Prepare the meeting room for meetings

Attendance & Registration

• Check electronic registration twice per day, checking on any absences, and calling parents where absence has not been reported

• Update pupil lists as required to ensure accurate evacuation lists in place

• Sign in and out children throughout the school day, recording their whereabouts (for fixtures, swimming and any other off site activities)

• Run weekly reports to ensure registers are correct, and absence patterns are referred to the Headteacher

School Transport

• Produce and manage all administration of the school transport including routes and booking

• Provide School Bus Contactor with all of the pupil details

• Liaise with parents on their bus stop preferences and seat booking

• Inform accounts department of transport charges for parental invoicing.

• Collect children from bus in morning and dispatch them to the correct driver in the afternoons.

Library

• Ensure the library is kept organised and tidy at all times, making use of Library monitors (pupils) where appropriate

• Coordinate with English lead on any replacement or replenishment required

• Run regular reports to establish late returns and complete regular stock audit

Extra-Curricular Activities

• Liaise with music teachers on their availability, book slots and run waiting lists with parents. Create timetable of lessons to accommodate requirements

• Plan and manage extra-curricular timetable, liaising with staff and external providers on their availability.

• Manage booking process for parents, confirming places and waiting lists and creating registers.

• Confirm charges to Finance team

• First point of contact for parents and coaches with regards to all aspects of extra-curricular activities

• Set start and finish dates, taking into account school calendar and space availability

Other

• General administrative duties including filing

• Supporting Marketing & Admissions Manager with administration and conduct tours of the school when required

• Attend all Open Mornings and attend other School events as required

• Ensure post is deposited at Post Office daily, and on occasion deposit banking if required

• Attend School trips on occasions as supporting member of staff

• Dismiss any Year 6 pupils who have been given permission to walk home

• Liaise with The Friends and the uniform shop to coordinate parent orders

• Create registers for swimming and other offsite sports

• Manage lost property

General Responsibilities

• Understand and follow all School policies and procedures.

• Specifically, promote and safeguard the welfare of all members of the School community by endorsing, understanding and exercising your roles and responsibilities in accordance with the Health and Safety, Fire Safety and Child Protection policies and procedures as published

• Review, record and plan your professional development and attend appropriate training and meetings

• Oversee Welfare and provide cover when needed. Manage record keeping

• Be responsible for the wraparound care booking system

• Support Facilities Manager in Emergency situations (provide accurate information of who is on site)

• Enjoy being a part of a thriving, successful and progressive Preparatory School.

• Undertake other such specific duties appropriate to your post which the Headteacher and Bursar may reasonably assign from time to time.

Person Specification

• Proven experience of line managing a team in a customer focused environment including carrying out appraisals and performance management

• School based experience desirable

• Experience of managing a MIS database

• Proven customer service experience

• Excellent communication skills (in person, on the telephone and in writing)

• Friendly and positive demeanour

• Experience of working in a busy office environment with the ability to prioritise tasks

• Excellent administrative skills, with intermediate Microsoft Word, Excel and Outlook skill level

• Self-motivated and enthusiastic with a proactive ‘can do’ attitude

• Discretion and confidentiality

• Ability to work in a team

• First Aid qualification, or willingness to complete one

Staines Preparatory School is a great place to work. Not only do we offer everything you would expect, like excellent opportunities for career development, a great

support network, a team of people dedicated to staff wellbeing and numerous staff training opportunities, we also offer extras which we hope set us apart from other schools.

These include:

Generous DC pension and benefits scheme.

Access to the Employee Assistance Programme, which offers free support on a range of issues such as work, wellbeing, money, health and legal advice.

Fee remission.

Buddies - upon appointment you will be paired up with a suitable colleague who will be on hand to answer any questions and offer advice before you start with us.

Secret Friend - participants are given a 'Secret Friend' to buy them gifts from a list of preferences, and you will receive them too!

Social Events - we have a dedicated team to ensure we enjoy Christmas and end of year social events, along with additional get togethers throughout the year.

Parking on site.

Lunch is provided (dependent on hours).

Staff Choir (mornings).

Safeguarding

The School is committed to safeguarding and promoting the welfare of children and young people. Applicants must undergo child protection screening, including checks with past employers and the Disclosure and Barring Service.

Salary - Up to £25,200

Hours of Employment - 8.00am – 4.30pm, Monday to Friday, Term time only

Application Process

The closing date for applications is 1 May 2026 -12 noon, however we reserve the right to interview sooner for the right candidate.

Please submit our attached application early to secretary@stainesprep.co.uk If you have any questions please do not hesitate to get in touch, or if you would like to visit our school please email Mrs Angelita Faulkner via secretary@stainesprep.co.uk