School Operations Officer

Main Purpose of the Job

The School Operations Officer is responsible for the effective coordination and day-to-day management of the school's support services. The post holder will oversee a broad portfolio including site and premises management, facilities (including cleaning & catering), compliance, health & safety, administration, communications and events, as well as supporting payroll and staffing processes. The role focuses on ensuring systems and services are well organised, compliant, and running efficiently, supporting senior leaders to maintain a safe and effective environment for teaching and learning.

Key Responsibilities

• Operational Management: Coordinate the delivery of support services across the school to ensure smooth day-to-day operations. Act as a central point of contact for operational matters, responding to issues and ensuring timely resolution. Implement and maintain effective systems and processes to support school operations. Support senior leaders by providing operational information and updates as required.
• Site & Facilities Management: Oversee the day-to-day operation of the school site, buildings, and grounds. Coordinate facilities services, including cleaning and catering, to maintain high standards. Liaise with contractors and service providers, ensuring work is completed to agreed standards. Monitor routine maintenance and report or escalate issues requiring further attention.
• Compliance & Health & Safety: Coordinate and maintain systems to ensure compliance with statutory requirements. Support the implementation of health & safety policies and procedures across the school. Maintain accurate records of checks, audits, risk assessments, and incidents. Ensure that routine processes (e.g. fire drills, inspections, contractor checks) are carried out effectively. Escalate risks or compliance concerns to senior leaders as appropriate. Act as the local GDPR and Data Protection lead, ensuring compliance with legal and regulatory requirements. Maintain and oversee manual and electronic record systems, including the school MIS (e.g., SIMS, Arbor), ensuring accuracy and data integrity. Prepare data reports and analyse administrative trends to support operational decision-making.
• Administration and Office Operations: Oversee the efficient running of administrative systems and office processes. Coordinate workloads within the administrative function to ensure timely and effective support. Ensure accurate record keeping and compliance with data protection requirements. Support senior leadership with operational administration where needed.
• Communications and Events: Coordinate the planning and organisation of school events, including logistics and scheduling. Support internal and external communications, ensuring information is clear, accurate, and timely. Ensure operational calendars are maintained and contribute to key school publications (e.g. newsletters, website content).
• Staffing & Payroll: Provide oversight of payroll processes, ensuring information is accurate and submitted on time. Liaise with HR and senior leadership on staffing matters.

General Accountabilities

• Uphold the school's commitment to safeguarding and promoting the welfare of children and young people.
• Ensure equality, diversity, and inclusion are embedded in all aspects of the role.
• Maintain confidentiality and professionalism in all dealings.
• Participate in relevant training and professional development.
• Undertake any other duties commensurate with the role as required by the Headteacher or Senior Leadership Team.

Person Specification

Essential:

• Strong organisational and operational management skills
• Experience of facilities, compliance, or administrative leadership
• Excellent communication and stakeholder management
• Knowledge of health and safety and regulatory requirements
• Good standard of education (e.g. GCSEs including English and Maths or equivalent)
• Ability to coordinate multiple priorities effectively
• Good IT skills, including Microsoft Office
• Ability to maintain accurate records and systems
• Understanding of the importance of confidentiality and data protection
• Proactive and solution-focused approach
• High level of attention to detail
• Strong interpersonal skills and ability to build positive working relationships
• Commitment to high standards and continuous improvement

Desirable:

• Experience in a school or public sector environment
• Knowledge of compliance or health & safety processes
• Experience liaising with contractors or managing service delivery arrangements