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Office Manager
Fermain Academy (On-Site)
Permanent, Full time
Enhanced DBS check required
£30,909.00 - £37,136.00
37 hours
The Fermain Academy are seeking to appoint a skilled and experienced Office Manager to lead their non-teaching operations, following the internal transfer of the current postholder. This role will be challenging and extremely rewarding for the right person. Work will be varied and will cover all areas of Academy business and operations such as finance, HR, health and safety, premises, procurement, and running a welcoming and effective school office. This is an extremely exciting time for The Fermain Academy, following our recent expansion to 90 pupils, in addition to the opening of our new Skills Centre.
Joining our school means becoming part of a vibrant and supportive community both in the Academy, and across the YES Trust. We offer a collaborative working environment where your contributions are valued, and professional development is encouraged. You will have the opportunity to work closely with passionate educators, supportive governors, and a wider community within the trust. In addition to a competitive salary, we offer a range of benefits.
This is a truly exciting time to join a young but growing and ambitious trust, whose aim is to transform the lives of some of the most vulnerable pupils in the region.
This is also great opportunity to develop and work alongside an experienced Director of Business (CFO), contributing to the business and finance functions of the trust, and working alongside our other Academy Office Managers and the trust central staff.
This role may suit an experienced office manager or administrator looking to take the next step up in their career – school experience is not essential, but may be helpful for certain aspects of the role (training can and will be provided). Please do get in touch if you would like an informal discussion about the role.
Simon Cotterill
Executive Head Teacher
The Fermain Academy
Office Manager
Job Description
Salary Band – £30,909 - £37,130
Holiday Entitlement – 32 days plus statutory bank holidays
Flexible and mobile working hours available during school holidays, and at times that aren’t detrimental to the running of the school.
Reports to: Executive Headteacher (and Director of Business/CFO)
Purpose of the Role:
To establish and provide a comprehensive and effective administration and office support to the school, being responsible for the day to day running of the school office and site functions including but not limited to, finance, HR, admin and premises.
The postholder will be expected to provide the main point of contact for parents and visitors, ensuring communication channels are effective.
Duties and Responsibilities:
Administration:
- To manage the school’s administrative systems in line with Trust policy and guidelines
- To establish and manage systems and procedures for all the administrative needs of the school e.g. letters, e mails out to parents within agreed deadlines, brought forward and filing systems, etc.
- To manage and update the school’s calendar, organise and schedule meetings, book courses, arrange travel and book accommodation
- To receive and welcome visitors and parents/carers in a professional manner and providing refreshments as required
- To receive the school’s incoming telephone calls, respond to queries and provide general information about the school as appropriate. Ensure an appropriate system is in place to efficiently deal with requests/ take messages
- To co-ordinate the collection, entry and extraction of data required to complete statutory returns by the timescales set by DFE/EFA
- To monitor the use of the school’s stationery and equipment.
- To remain conversant with the Head Teacher’s workload on an ongoing basis, whilst actively supporting the Head Teacher in discharging day-to-day school matters and queries. This will involve undertaking roles and tasks (with minimal supervision) that require an in-depth understanding of methods, systems and processes over a range of procedures. Additionally, to undertake drafting of detailed reports, information and related correspondence as required on behalf of the Head Teacher
- To provide mentoring support, key training and direct/manage workload of any other administrative staff.
- To manage and update on a regular basis relevant content of the school website
Attendance:
- Manage school entry system for staff, printing reports as requested by HT/ Governors and identifying any issues which arise
- To update the school MIS system with pupil attendance information on a daily basis
- To make absence calls, monitor children’s absence and ensure reasons are received for any unknown absences or they are reported to the Headteacher
- To establish and maintain a record keeping system to record all late arrivals/ departures of children during the school day
- to maintain the attendance of all school staff and enter all absence on the MIS system.
Admissions:
- Co-ordinate all areas related to admissions and primary/secondary transfer processes
- Ensure the school's admissions system is maintained and kept updated
- Ensure all on-going admissions are chased and completed
- To develop and supervise the maintenance and accuracy of manual and computerised records including via the school MIS (sometimes initiating and implementing change) and support efficient school management
Financial Management and Accounting:
- To source and order goods and services at ‘best value’ and in line with delegated authority. Seek approval where the purchase is in excess of this delegated authority
- Enter purchase orders onto the financial information system
- Log and record all delivery notes and link them to the approved order in line with the agreed procedure
- Manage the process for payment of all original approved purchase invoices
- Keep detailed records and logs and manage a system for voluntary contributions from parents – liaise with Trust Director of Business to ensure correct accounting entries are observed
- Keep detailed records and logs and manage a system for dinner money payments where appropriate. Liaise with the Catering provider over the number of meals to be provided and manage the collection of any outstanding debt due from parents/carers in line with the debt management policy
- Assist, and lead where appropriately, with the implementation and management of the cashless income system including setting up parents, reconcile accounts and payments
- To manage approved expenses claims from staff for payment according to the agreed procedure
- To support the Trust and Headteacher with bids for funding to secure additional funding for the school
- Ensure gas/electricity/water meters are maintained and read at monthly intervals
- To assist the Headteacher, Director of Finance and other YES Trust staff with budget monitoring
- Ensure community lettings are agreed and invoiced in a timely manner and debts are chased up in line with the Trust’s policy
HR
- Maintain and manage the school’s Single Central Record
- Manage the personnel function for the school including pre-employment checks for new staff and issuing contracts for employment.
- Manage staff absences ensuring all absences are recorded, all certification forms are completed, return to work meetings are conducted and the Headteacher is informed of any staff reaching trigger points.
- Provide termly absence return to the Trust
- Maintain confidential staff records and ensure that staff records are kept up to date and ready for inspection by Ofsted/Safeguarding.
- To assist where appropriate, the monthly payroll update by adding new staff, removing leaving staff, listing contract variations and overtime for authorisation by the Headteacher – working with the Trust HR function
- Manage recruitment and administration concerning appraisals, and training of all support staff reporting to this post.
- Provide advice to the Headteacher and coordinate advice from Trust HR specialists.
Safeguarding:
- Manage and co-ordinate the updating of the single central register on at least a weekly basis.
- Manage DSB checks/Barring Lists/ entitlement to work checks
- Keep a record of all relevant documents/ CPD certificates etc. and upload onto MIS and SCR where appropriate
- Devise and maintain a system/procedure for visitors to the school
Health and Safety:
- Be aware of and comply with policies and procedures relating to safeguarding; health and safety; confidentiality; and data protection and report all concerns to an appropriate person.
- Line manage the Site Manager and ensure all aspects of H&S and compliance are adhered to.
- Make sure school security and health and safety policies are in place and followed
- Oversee the completion of all risk assessments both premises and HR based
- Manage any ‘reasonable adjustments’ under Equality Act 2010 needed for staff or pupils
- Complete regular H&S walk and produce a report for H&S meeting
- Lead regular H&S meetings with the Headteacher, recording concerns and advise H&S Governor with the minutes of these meeting, ensuring all standards are met
- Manage education visit procedures and ensure all relevant insurances are in place
Fire Safety:
- Ensure there are clear procedures in place for evacuation – plans, grab boxes, registers etc.
- Ensure induction given to all staff, fire wardens trained etc.
- Ensure there is a regular fire drills programme in place – record kept of drills and any issues addressed
First Aid:
- Order stock needed for first aid treatment
- Ensure there is a suitable location for the administration of first aid and keep this are tidy
- Ensure there are suitably qualified staff to provide first aid for children
- Ensure first aid training requirements are kept up to date
Premises:
- To manage the maintenance of the School’s Asset Register
- To record the disposal or sale of any equipment in line with the relevant procedure
- To manage the loan of any of the school’s assets and ensure the relevant documentation is completed in line with the relevant procedure.
- To open and lock up the premises when necessary
- To manage bookings and marketing of community lettings
Business Continuity
- Ensure the Business Continuity Plan is kept up to date, updating information when necessary
- Assist with any exercises designed to test the effectiveness of the Business Continuity Plan
Extended Schools Activities:
- To undertake the duties as specified in the extended school’s procedures.
- To liaise with the Trust over the income collection and recovery of outstanding debts
General:
- Promote equality, diversity and inclusion and demonstrate this within the role.
- To be jointly responsible for promoting and safeguarding the welfare of pupils
- Actively engage in team meetings and contribute to improving teaching and learning for pupils and the School Development Plan
- To acknowledge the need for and practice confidentiality, in regard to handling sensitive information pertaining to pupils, staff or school matters/issues.
- Demonstrate a commitment to the aims and vision of the YES Trust.
- Undertake any other duties commensurate with the post as agreed with the Headteacher