Primary School Operations & Administration Lead in Sheffield

We are seeking to appoint an experienced, highly motivated and committed Primary School Business Operations Manager; a talented individual to lead effective whole school administration and organisational systems ensuring the adequate provision of resources needed throughout the school community. With responsibility for school administration, day to day premises management, health and safety, and elements of financial management and HR, working with a central team.

The post holder must at all times carry out their responsibilities within the spirit of the school and trust policies and within the framework of legislation relating to academies and education, with particular regard to the statutory responsibilities of the trust and the governing body of the school.

To be responsible for leading the school administrative functions and business operations, under the leadership and guidance of the Headteacher, in conjunction with the central team. Duties will include, but are not limited to:

• Organisation
  • Take a lead role in planning, development, design, organisation and monitoring of school-based support systems / procedures / policies.
  • Line manage support staff as appropriate.
  • Liaise between managers / teaching staff and support staff.
  • Hold regular team meetings with managed staff.
  • Undertake recruitment, induction, appraisal, training, mentoring / SAM.
  • Manage cover arrangements for absent staff including the arrangement of supply cover and managing work allocation, cover / insurance claims.
• Administration
  • Take a lead role in relation to school-based finance, human resources, premises and IT working in conjunction with the central team.
  • Produce and respond to complex enquiries and correspondence related to the post holder's areas of work.
  • Manage complex administrative procedures.
  • Act as confidential personal assistant to the Headteacher and Deputy Headteacher(s), providing administrative support, taking minutes, dealing with their correspondence, appointments and diary.
  • Responsible for the completion and submission of complex returns, including the school census and school workforce census, in conjunction with central team specialists.
  • Produce data reports using the Pupil Progress Tracker as required by leadership and/or governors.
  • Take the lead role in the development and maintenance of school record / information systems, including pupil and nursery admissions (including confirmation of allocated places to parent / guardian).
  • Oversee information requests under GDPR legislation, under guidance from central MIS team.
  • Lead the coordination and administration of the wraparound care provision.
  • Organise school based HR activity in line with Trust policies and procedures.
  • Recruitment / induction of staff as agreed with the Headteacher.
  • Manage the administration of staff employment contracts including liaison with central HR team.
  • Manage the administration of Payroll including liaison with the payroll team.
  • Oversee the SCR which is maintained by the central HR admin team.
  • Lead the administration of school trips in accordance with Trust procedures.
  • Oversee marketing activity, including the maintenance and updates to the school website in line with legal requirements, in conjunction with central team.
• Resources
  • Responsible for the selection and management of school resources, including management of expenditure within an agreed budget and regular audit of resources.
  • Take a lead role in the recruitment of support staff and in managing associated employment procedures, under the advice of the central HR team.
  • Provide advice and guidance to staff and others on complex issues.
  • Undertake research and obtain information to inform leadership team decisions.
  • Take a lead role in school-based procurement and securing sponsorship and new sources of funding for the school, under Trust policies and procedures.
  • Manage school-based service contracts, school licenses and insurance, under the advice of the central team.
  • Manage school facilities including premises, buildings and projects in conjunction with central team.
  • Manage school lettings and associated income.
  • Liaise with the IT team to ensure systems are fit for purpose for the school.
  • Manage school based financial administration processes under Trust procedures and guidance of central finance team.
  • Take a lead role in planning, monitoring and evaluation of school budget with Headteacher and central finance team.
  • Responsible for Health & Safety management in school using Trust policies and procedures under guidance of central team.
  • Responsible for overseeing the administration of medicines and first aid for the school in line with Trust policies and procedures.
• Support for the trust / school
  • Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
  • Work in a flexible way to respond to the needs of the trust and to fulfil other duties and responsibilities appropriate to the grade and role as and when required.
  • Be aware of and support difference and ensure equal opportunities for all.
  • Appreciate and support the role of other professionals.
  • Attend and participate in relevant meetings as required.
  • Contribute to the overall ethos / work / aims of the trust / schools.
  • Participate in relevant training, other learning activities and performance management as required.
• Team responsibilities
  • All staff are considered part of the overall trust team and may be required to provide assistance to colleagues in other areas from time to time commensurate with the role, skillset and grade.
  • From time to time, to meet the needs of the trust, you may be asked but not expected to work hours additional to your normal working hours. The trust will give you as much notice as possible and you will be paid / recompensed for such work. Situations where this might be required are, for example: relevant key school events such as open evenings, exam results days, trips, clubs, training etc.
• Changes to these duties
  • The above duties are not exhaustive, and the post holder may be required to undertake tasks, roles and responsibilities as may reasonably be assigned to them by the Headteacher.
  • The job description and allocation of particular responsibilities will be kept under review and may be amended via consultation with individuals, the governing body or board of trustees and/or senior leadership team as required.
  • Trade union representation will be welcomed in any such discussions.