Office Manager incl Clerk to the Governing Body
| Posting date: | 18 July 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | G04 £26,308-£28,562 term + training days + 10 days |
| Hours: | Part time |
| Closing date: | 17 August 2025 |
| Location: | Flint, Flintshire, CH6 5LL |
| Remote working: | On-site only |
| Company: | eTeach UK Limited |
| Job type: | Permanent |
| Job reference: | 1499632 |
Summary
Dear Prospective Applicant
At Flint High School our vision is that every pupil is given the opportunity to flourish, no matter what their starting point or what their interests are. We have high standards and this is reflected throughout the building .
Our aim is for every child to head into the world confident and ready to contribute to their community.
Our motto ‘Learning to Excel' challenges our pupils to take an active role in their education and to take responsibility for it. The successful candidate will be joining a talented, successful, and supportive team.
The Governors and staff are committed to continuous improvement and welcome applications from candidates with drive and determination. The Office Manager role is pivotal to ensuring the development of the school. The successful candidate will provide direct support to the Headteacher and Governing Body as well as supporting essential school processes and providing a line management function for the administrative team. Excellent organisational and people skills are essential.
Our reputation of inclusivity is widely acknowledged within the local authority and wider as we are currently oversubscribed. I am very proud of our learners and our staff. This is an opportunity to be involved in contributing towards our aim of being an excellent school in every way. If you have the skills, experience, drive, determination and passion to join us on this journey then I would be delighted to hear from you. Main Purpose of Post
• To support the Headteacher as PA, to include all administration and diary matters, contact with students, parents, Governors and external bodies eg LEA
• To support the Business Manager with key business processes incl managing financial controls effectively
• Clerk to the Governing Body (assessed as 20% of overall role)
Organisation & Management
• Deal with complex reception / visitor etc. matters
• Day to day line management of administration team, including recruitment and selection, supervision & setting appropriate tasks, appraisal, development and review processes, arranging team member cover
• Contribute to the planning development and organisation of support service systems / procedures / policies
Administration
• Manage manual and computerised record / information systems
• Analyse and evaluate data / information and produce reports / information / data as required
• Undertake typing and word-processing and complex IT based tasks
• Provide administrative and organisational support to Leadership Team
• Provide administrative and organisational support to the governing body
• Undertake administration of complex procedures
• Complete and submit complex forms, returns etc. including those to outside agencies
• Undertake the inputting of overtime hours through the E-Teach system
• Manage Free School Meal processes, including sharing information between FCC and Newydd
• Maintain the ‘fhmail’ school generic email inbox
• Manage and maintain accurate DBS records for the school including the processing of new DBS applications and renewals for all staff and Governors
• Maintain the Schoolcomms payment system; setting up payment requests and amendments / updates as required to facilitate effective school trip and equipment purchasing systems
• To send out group messages via the SIMS IN-Touch system (or similar)
• Provide administrative support for Managing Attendance / staff absence procedures
Resources
• Operate relevant equipment / complex ICT packages
• Manage the school Petty Cash system
• Undertake research and obtain information to inform decisions
• Assist with procurement and sponsorship
• Assist with marketing and promotion of the school
• Manage administration of facilities including use of school premises, processing bookings and invoices for out of school hours facility hire
• Undertake financial administration procedures, including processing and managing orders through the P2P system
• Support the Business Manager with budget analysis, maintaining expenditure spreadsheets
• Process transactions through the School Fund account (named signatory on School Fund bank account), maintaining accurate records
• Maintain accurate records of licences and subscriptions
Role Specific Tasks
• Raise orders for products and services as required
• Process invoices for products and services and pass to LEA (P2P system)
• Organise banking of monies into School Fund
• Manage and report on School Petty cash
• Assist with data entry for PLASC
• Manage franking machine payments
• Full PA service to Headteacher to include diary management, letters, phone calls, photocopying, minute taking etc
• Act as Clerk to Governors, arranging and attending meetings (daytime and evening) and providing minutes as required. Support the Governing Body with information requests, advising on training requirements and best practice utilising Governors Wales frameworks and guidance
• Manage student exclusion processes, including the issuing of letters and arranging meetings within the designated timeframes
• Support recruitment processes; arranging interview schedules, calling for references and welcoming candidates on site
Responsibilities
• Comply and assist with the development of policies and procedure relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
• Support the processing of responses for Data Protection and Freedom of Information requests / issues, liaising with the school Data Protection Officer and Business Manager as necessary
• Ensure correct and relevant information is issued to the Headteacher / Governing Body as appropriate following necessary timescales
• Be aware of and support difference and ensure equal opportunities for all
• Contribute to the overall ethos / work / aims of the school
• Establish constructive relationships and communicate with other agencies / professionals
• Attend and participate in regular meetings, and to plan, manage and lead administrative team meetings
• Provide advice and guidance to staff, pupils and others
• Participate in training and other learning activities and performance development as required and identify and plan the learning / training needs of the administrative team
• Recognise own strengths and areas of expertise and use these to advise and support others
• Postholder will be a Deputy Fire OfficerPlease refer to Information Pack for Person Specification
At Flint High School our vision is that every pupil is given the opportunity to flourish, no matter what their starting point or what their interests are. We have high standards and this is reflected throughout the building .
Our aim is for every child to head into the world confident and ready to contribute to their community.
Our motto ‘Learning to Excel' challenges our pupils to take an active role in their education and to take responsibility for it. The successful candidate will be joining a talented, successful, and supportive team.
The Governors and staff are committed to continuous improvement and welcome applications from candidates with drive and determination. The Office Manager role is pivotal to ensuring the development of the school. The successful candidate will provide direct support to the Headteacher and Governing Body as well as supporting essential school processes and providing a line management function for the administrative team. Excellent organisational and people skills are essential.
Our reputation of inclusivity is widely acknowledged within the local authority and wider as we are currently oversubscribed. I am very proud of our learners and our staff. This is an opportunity to be involved in contributing towards our aim of being an excellent school in every way. If you have the skills, experience, drive, determination and passion to join us on this journey then I would be delighted to hear from you. Main Purpose of Post
• To support the Headteacher as PA, to include all administration and diary matters, contact with students, parents, Governors and external bodies eg LEA
• To support the Business Manager with key business processes incl managing financial controls effectively
• Clerk to the Governing Body (assessed as 20% of overall role)
Organisation & Management
• Deal with complex reception / visitor etc. matters
• Day to day line management of administration team, including recruitment and selection, supervision & setting appropriate tasks, appraisal, development and review processes, arranging team member cover
• Contribute to the planning development and organisation of support service systems / procedures / policies
Administration
• Manage manual and computerised record / information systems
• Analyse and evaluate data / information and produce reports / information / data as required
• Undertake typing and word-processing and complex IT based tasks
• Provide administrative and organisational support to Leadership Team
• Provide administrative and organisational support to the governing body
• Undertake administration of complex procedures
• Complete and submit complex forms, returns etc. including those to outside agencies
• Undertake the inputting of overtime hours through the E-Teach system
• Manage Free School Meal processes, including sharing information between FCC and Newydd
• Maintain the ‘fhmail’ school generic email inbox
• Manage and maintain accurate DBS records for the school including the processing of new DBS applications and renewals for all staff and Governors
• Maintain the Schoolcomms payment system; setting up payment requests and amendments / updates as required to facilitate effective school trip and equipment purchasing systems
• To send out group messages via the SIMS IN-Touch system (or similar)
• Provide administrative support for Managing Attendance / staff absence procedures
Resources
• Operate relevant equipment / complex ICT packages
• Manage the school Petty Cash system
• Undertake research and obtain information to inform decisions
• Assist with procurement and sponsorship
• Assist with marketing and promotion of the school
• Manage administration of facilities including use of school premises, processing bookings and invoices for out of school hours facility hire
• Undertake financial administration procedures, including processing and managing orders through the P2P system
• Support the Business Manager with budget analysis, maintaining expenditure spreadsheets
• Process transactions through the School Fund account (named signatory on School Fund bank account), maintaining accurate records
• Maintain accurate records of licences and subscriptions
Role Specific Tasks
• Raise orders for products and services as required
• Process invoices for products and services and pass to LEA (P2P system)
• Organise banking of monies into School Fund
• Manage and report on School Petty cash
• Assist with data entry for PLASC
• Manage franking machine payments
• Full PA service to Headteacher to include diary management, letters, phone calls, photocopying, minute taking etc
• Act as Clerk to Governors, arranging and attending meetings (daytime and evening) and providing minutes as required. Support the Governing Body with information requests, advising on training requirements and best practice utilising Governors Wales frameworks and guidance
• Manage student exclusion processes, including the issuing of letters and arranging meetings within the designated timeframes
• Support recruitment processes; arranging interview schedules, calling for references and welcoming candidates on site
Responsibilities
• Comply and assist with the development of policies and procedure relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
• Support the processing of responses for Data Protection and Freedom of Information requests / issues, liaising with the school Data Protection Officer and Business Manager as necessary
• Ensure correct and relevant information is issued to the Headteacher / Governing Body as appropriate following necessary timescales
• Be aware of and support difference and ensure equal opportunities for all
• Contribute to the overall ethos / work / aims of the school
• Establish constructive relationships and communicate with other agencies / professionals
• Attend and participate in regular meetings, and to plan, manage and lead administrative team meetings
• Provide advice and guidance to staff, pupils and others
• Participate in training and other learning activities and performance development as required and identify and plan the learning / training needs of the administrative team
• Recognise own strengths and areas of expertise and use these to advise and support others
• Postholder will be a Deputy Fire OfficerPlease refer to Information Pack for Person Specification