Office Manager

The Office Manager will work closely with the Trustees and Headteacher, advising on and implementing the day-to-day support that enables the Academy to operate effectively and efficiently, allowing other members of the leadership team to focus on teaching and learning. The Office Manager will be expected to input at a high level of responsibility for the successful and smooth running of the Academy in many areas, particularly the supervision of all clerical support, statistical control and pupil welfare.

The appointee will be expected to handle difficult/sensitive situations without supervision; be proactive and use initiative; prioritise and manage their own workload and supervise the workload of others.

DUTIES AND RESPONSIBILITIES

• Be responsible for line managing administration staff, their professional development, always working to develop the team to provide the best possible administrative support to the Academy.
• The role may involve working with sensitive and confidential information; a high level of confidentiality, discretion and professional integrity is essential.
• Monitor and quality assure administration and communication systems so that they run smoothly and efficiently.
• Ensure that front of Office staff at reception provide a high-quality service to Staff, Parents, Pupils and Visitors by taking appropriate action swiftly and appropriately using tact, diplomacy and confidentiality at all times.
• Ensure efficient systems for the maintenance of pupil and staff records.
• Provide administrative support for the Headteacher, and the Governing Body and its committees as appropriate.
• Attend training sessions, meetings and Academy events as required.
• Ensure that all decisions are in line with the vision and values of the Academy.

PERSONNEL

• Ensure that all the necessary financial data required for payroll is submitted when: A new appointment is made, changes are made to an existing member of staff's terms and conditions, or a member of staff’s employment terminates.
• Ensure that all staff personnel details relating to salaries, pensions, sickness and leave of absence, are included in individual secure personnel files and on the Academy’s computer system.
• Ensure that staff are kept informed of relevant changes and developments in employment matters, for example: matters of maternity, leave of absence, sickness and pension related.
• Ensure that all aspects relating to work status and registration, immigration and sponsorship are followed including liaison with all relevant parties as necessary.
• Support the Headteacher, SLT, and Trustees with the implementation and operation of all internal personnel policies.
• In conjunction with the Headteacher and SLT, to be responsible for managing the recruitment process for all staff in line with the Academy’s Recruitment and Employment Protocols.
• Oversee and manage processes relating to Office staff absence and the organisation of the necessary cover to enable the Academy to operate effectively during periods of staff absence.
• Be responsible for the completion of the Academy Workforce Census, ensuring its accuracy and submission in a timely manner.

SAFEGUARDING

• Safeguarding encompasses the duties of child protection and promoting the rights and welfare of children. As such it is everyone’s responsibility to safeguard children in line with Keeping Children Safe in Education and provide a safe environment in which children can learn.
• Be responsible for ensuring that The Single Central Record is maintained and updated as required.

HEALTH & SAFETY

• Manage processes to support the Academy’s compliance with health and safety regulations, processes and procedures to minimise risks for all in the Academy.
• Manage health and safety training for staff, including booking courses, monitoring renewal dates and ensuring statutory training requirements are met.
• Maintain and update the necessary health and safety procedural documentation for the Academy ensuring this is communicated and displayed as required, co-ordinating any updates as necessary.

ADMINISTRATION

• Establish and use effective methods to review and improve administrative systems within the Academy.
• Undertake responsibility to ensure that all manual and computerised records and filing systems relating to all areas within the remit are maintained as required.
• Work with relevant Leaders to manage the Academy’s compliance with data protection regulations.
• Provide administrative support to the Headteacher and SLT as required, for example: taking minutes/notes in meetings and circulating associated information, dealing with correspondence.
• In conjunction with the MIS Manager and Office staff, be responsible for the termly completion of the School Pupil Census Collection, ensuring its accuracy and submission in a timely manner.
• Be responsible for liaising with the Academy Solicitor with regards to the annual return submitted to Companies House regarding the composition of the Governing Body.
• In conjunction with the Chairman of Governors and the Headteacher, to be responsible for the preparation and distribution of all necessary paperwork for meetings of the Governing Body, its committees and the Annual General Meeting.

ESTATES AND SERVICES

• In conjunction with School Leadership team and Academy Premises Manager, oversee the Risk Protection Arrangement (RPA) and ensure that the Academy is, at all times, properly insured.

To carry out other duties as required by the Headteacher. This job description does not attempt to define all duties and responsibilities of the post but is intended to be a framework. It may be subject to modification or amendment by the Headteacher after consultation with the post holder.

Chadwell Heath Academy is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. As part of this commitment any appointment will be subject to satisfactory completion of pre-employment checks including an enhanced Disclosure and Barring Service check, medical clearance and suitable references.