School Office Manager

Main duties and responsibilities:

• Under the direction of the Headteacher, the post holder manages the workload of the office.
• Responsible for all of the activities of the school office on behalf of the Headteacher, working with and managing constantly conflicting priorities and deadlines.
• Receive attendance calls from parents/carers.
• Retrieve answerphone messages and pass onto relevant staff as appropriate.
• Create and maintain a process to produce daily registration sheets in preparation for a Fire Drill.
• Safely admit staff, pupils and visitors into the building in accordance with Health and Safety and Safeguarding policies.
• Organise and send out letters for pupil meetings.
• Produce documentation and minutes in relation to pupil and staff meetings.
• Provide administrative support to SLT as required, including updating the school diary on a daily basis.
• Monitor the school's Admin email account, passing on all messages to relevant staff in a timely and effective way.
• Collect and sign for all deliveries.
• Prepare all pupil packs for Academic Review Day.
• Create new pupil admission packs with information provided by the local authority.
• Creation and maintenance of accurate and confidential records.
• Arrange all new pupil interviews and monitor any non-attendance.
• Liaise with mainstream school to collect pupil files for all new starters.
• Upload all new pupil information onto Arbor, including permanent exclusion letters.
• Establish an effective organisation system for pupil files, including new files for all new pupils.
• Forward all pupil files to relevant onwards provision.
• Archive all Year 11 pupil files in the appropriate way.
• Organise for collection and disposal of all white waste.
• Be the first point of contact for visitors and external professionals and ensure they receive a professional welcome.
• Maintain professional boundaries at all times and observe/uphold the values and ethos of the Federation whilst contributing to the overall vision of the organization.
• Manage and submit the whole school census.
• Complete any additional administrative duties not included within this list as required by the Head of School/Headteacher.

Person Specification:

• Excellent interpersonal skills including telephone and face to face.
• Experience of working in an administrative role within a school.
• Knowledge and experience of Arbor and willingness to undertake additional training.
• Experience and confidence in using ICT to support the role.
• Perseverance in making contact with hard to engage parents.
• Good organisational skills and ability to work to deadlines.
• Pro-active approach to team-work.
• Sound understanding of confidentiality and safeguarding.
• Ability to speak with confidence and accuracy, using accurate sentence structures and vocabulary.
• Ability to choose the right kind of vocabulary for the situation in hand without a great deal of hesitation.
• Ability to tailor your approach to each conversation to be appropriate to the customer, responding clearly with fine shades of meaning, even in complex situations.

General:

The scope of this profile reflects the needs of the Trust at the present time; it is not intended to be a fully inclusive or exhaustive list. The post holder may therefore be expected to work flexibly and perform such other duties other than those given in the job description. The particular duties and responsibilities attached to the post may vary from time to time without changing the general character of the duties or the level of responsibility entailed. The profile will be subject to continuous review as the needs and requirements of the Trust change over time.

APPLICATION REQUIREMENTS FOR VERITAS EDUCATION:

• All applications are subject to an Enhanced DBS Disclosure, professional reference checks, Overseas Police Clearances (if applicable) in line with our stringent safeguarding policy.
• Your CV must cover the last 10 years of employment history where possible and all employment breaks must be explained.
• You must have legal right to work in the UK.
• You must be willing to attend a registration interview.

Veritas Education works with a variety of schools covering a wide geographical area. We deal with teaching placements at Primary, Secondary and college level as well as support staff positions also within these.