Office Manager in Sevenoaks

• Supporting and working closely with the administration team ensuring all areas are working effectively and efficiently.
• To manage the following areas of the school:
• office administration and Reception;
• student records; and
• reprographics.
• To explore and introduce smart ways to improve current practice and arrange training/CPD of administrative staff as appropriate.
• To maintain and oversee Reception safeguarding procedures and the use of school systems/CPOMS for visitors and contractors to the site and to ensure the school is KCSIE compliant.
• To follow the Trust's performance appraisal process to those you line manage.

Duties

• - Adding contractors/supply staff/volunteers and governors onto the Single Central Record (SCR) and maintenance of this in conjunction with HR Manager.
• - To manage cover for absent staff:
• >Your office Team will act as a point of contact with teachers and staff regarding day-to-day cover. Assisting with CPD/Leave Request Forms and inputting all absences requiring cover.
• > Liaise with Supply Bank regarding external supply staff and organising their inductions.
• > Assist in the organisation and allocation of cover for exam periods and activate room changes.
• - To create timetables for Year 5/6 visits, melt down days and other activities.
• - Upkeep of staff and school calendar.
• - To provide regular updates to line manager on each area of administration highlighting areas of development or improvement.
• - To operate relevant Microsoft programmes and other systems used within the school e.g., Arbor
• - Working alongside Attendance Team promoting safeguarding at Reception and the office.
• - All day-to-day parental correspondence distribution via Arbor. Occasional preparation of letters (confirmation of attendance, medical consent information, reports, labels, newsletter articles etc).
• - Arrange for any correspondence to be placed on the website as directed.
• - Maintaining the student record filing system,. Archiving off-rollers appropriately and securely disposing of files that are out of date (ie: anniversary of students' 25th+ birthday with exception of SEN students whose files are kept until 31st+ birthday). Archiving is carried out at the beginning of every academic year.
• - To oversee the administration of emergency evacuations and procedures.
• - To assist with Moving Forward administration and Destination Data.
• - To organise school photographer visiting days and any other training days hosted on site and to meet and greet all visitors to the school in accordance with all safeguarding procedures.
• - Covering reception and administration when required.
• - Any other duties as requested.
• - Communication with Students, Parents, Staff and other stakeholders
• - Promote and maintain good relationships with parents, outside agencies and the local community and ensure members of their team do the same.

Student Guidance and Support:

• Know students in the school as well as possible.

Maintenance of Professional Standards:

• To contribute to the overall ethos/work/aims of the school.
• Keep yourself fully appraised and aware of educational and other appropriate developments whether national or local, and assess their impact on the school.
• Ensure the highest standards of professional conduct and confidentiality at all times and in particular when with other staff of the school.
• Ensure the development and maintenance of a collaborative team culture that that allows all members of the office/support staff team to work efficiently.
• Sets and upholds high expectations for staff within their line management responsibility, supporting continuous improvement and excellence.Reflecting upon and seeking to improve personal practice.
• To comply with policies and procedures relating to safeguarding, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person.
• To participate in training and other CPD as required.
• To visit other schools to share good practice and to search for smarter ways to improve current procedures.
• To attend and participate in regular meetings with their Line Manager to provide updates, discuss developments and share any issues or concerns.
• Such other responsibilities allocated which are appropriate to the post.

Salary: KSF Pro-rated salary £28,863 - £31,606 (£32,140 - 35,035 1 FTE)

Work hours: 37 hours per week, 40 weeks per year (Term-time plus 10 non-pupil days)

Line Manager: School Business Manager Overall Responsibility

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