Office Manager & Headteacher's PA
| Dyddiad hysbysebu: | 05 Medi 2025 |
|---|---|
| Oriau: | Llawn Amser |
| Dyddiad cau: | 17 Medi 2025 |
| Lleoliad: | Stoke-on-Trent, Staffordshire, ST3 2NJ |
| Cwmni: | Teaching Vacancies |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | 0b0d3769-c04d-4814-a227-8dd1fc9831d9 |
Crynodeb
What skills and experience we're looking for
Office Manager
• Supervise and plan the day to day work of the administration team ensuring daily tasks are completed in an efficient manner and in adherence to comprehensive guidelines;
• To supervise the daily activities of the admin team including the distribution and monitoring of tasks being innovative in ensuring that the school office workload is effectively completed to a high standard;
• Contribute towards the planning, development and organisation of the support service systems, procedures and policies including performance management of administrators;
• To ensure the accuracy and quality of data on the School Management Information System (Arbor) ensuring the integrity and confidentiality of information and appropriate pupil records through efficient data input, filing and record keeping systems;
• To oversee accurate and timely communication to parents/carers via school email, text, notification systems, letters etc.;
• To participate in appropriate training and INSET ensuring that own and line managed staff personal skills are maintained therefore improving the effectiveness and efficiency of the Admin team;
• Liaising with Senior Mental Health Lead support the administration of the annual safeguarding training for all staff, ensuring updated lists of staff who have attended annual training and read and signed part 1 and annex of Keeping Children Safe in education (KCSIE);
• Manage and maintaining holiday records for whole year Premises and IT staff, updating on Arbor when approved by Headteacher.
• To ensure that all staff are aware of agreed administrative procedures and provide training to facilitate satisfactory completion;
• Plan the provision of admin support in school, ensuring there is adequate cover to provide for periods of staff absence due to sickness, training, etc.;
• To undertake any other unspecified duties commensurate with the grading and nature of the role.
• To assist with the day to day HR service provision, working collaboratively with the Headteacher and Operations Manager.
• Assist the Operations Manager on HR matters including recruitment, staff absence management, capability and disciplinary matters, following agreed policies and procedures, writing letters, arranging meetings etc;
• Develop recruitment adverts and relevant documentation to advertise for posts, produce interview schedules and organise the interview process.
• Manage and maintain the schools Single Central Record, through the use of CPOMS Staff Safe and maintain DBS renewal register and process DBS applications;
• Create, maintain and update personnel files and records and ensure the completion and maintenance of staff and student records on Arbor;
• To ensure that the administrative input of staff absence details for whole school is processed accurately. Monitor staff sickness absence and report to the Headteacher trends in line with the CES Attendance policy;
• Produce staff workforce census and other statutory returns to DfE, LA etc as commensurate to role;
Headteacher’s PA
• Providing administrative and secretarial support to the Headteacher including:
• To support the Headteacher, to meet and greet the headteacher’s visitors, displaying due courtesy and tact to ensure that visitors are welcomed into a friendly and professional environment. Recognising that the role is often the first point of contact for people wishing to speak to the Headteacher;
• Managing incoming / outgoing post, typing, drafting correspondence, proof-reading, telephone liaison, diary management, organising meetings / working lunches and liaising with catering, ensuring the Headteacher has correct documents in preparation for meetings, etc;
• To maintain the Headteacher’s diary, inputting routine meetings as well as meetings with prospective parents, existing parents, staff, MAC school Headteachers and others as necessary;
• Maintaining the School’s Complaints Logs;
• Undertake other confidential administration, e.g. Performance Management.
• Be flexible and proactive in approach and undertake all duties that may fall within the range as directed by the Head;
• Provide appropriate absence forms to staff for sickness, medical and compassionate leave, arranging for signing by the Headteacher;
• To liaise regularly with Operations Manager on staffing and employment changes and issues;
What the school offers its staff
The school is proud to be able to offer a number of benefits to its employees including:
• Access to CareFirst 24/7 our EAP confidential support
• Cycle to work scheme
• Sick pay
• Wellbeing forum
• Termly staff breakfasts
• Weekly rewards to the employee of the week
• Continued Professional Development reviewed annually
Commitment to safeguarding
Positions are exempt under the Rehabilitation of Offenders Act 1974 and as such appointments will be conditional upon the receipt of a satisfactory response to a check of police records via the Disclosure and Barring Service (DBS). All appointments made are also subject to satisfactory references, medical clearance and Right to Work in the UK.
Office Manager
• Supervise and plan the day to day work of the administration team ensuring daily tasks are completed in an efficient manner and in adherence to comprehensive guidelines;
• To supervise the daily activities of the admin team including the distribution and monitoring of tasks being innovative in ensuring that the school office workload is effectively completed to a high standard;
• Contribute towards the planning, development and organisation of the support service systems, procedures and policies including performance management of administrators;
• To ensure the accuracy and quality of data on the School Management Information System (Arbor) ensuring the integrity and confidentiality of information and appropriate pupil records through efficient data input, filing and record keeping systems;
• To oversee accurate and timely communication to parents/carers via school email, text, notification systems, letters etc.;
• To participate in appropriate training and INSET ensuring that own and line managed staff personal skills are maintained therefore improving the effectiveness and efficiency of the Admin team;
• Liaising with Senior Mental Health Lead support the administration of the annual safeguarding training for all staff, ensuring updated lists of staff who have attended annual training and read and signed part 1 and annex of Keeping Children Safe in education (KCSIE);
• Manage and maintaining holiday records for whole year Premises and IT staff, updating on Arbor when approved by Headteacher.
• To ensure that all staff are aware of agreed administrative procedures and provide training to facilitate satisfactory completion;
• Plan the provision of admin support in school, ensuring there is adequate cover to provide for periods of staff absence due to sickness, training, etc.;
• To undertake any other unspecified duties commensurate with the grading and nature of the role.
• To assist with the day to day HR service provision, working collaboratively with the Headteacher and Operations Manager.
• Assist the Operations Manager on HR matters including recruitment, staff absence management, capability and disciplinary matters, following agreed policies and procedures, writing letters, arranging meetings etc;
• Develop recruitment adverts and relevant documentation to advertise for posts, produce interview schedules and organise the interview process.
• Manage and maintain the schools Single Central Record, through the use of CPOMS Staff Safe and maintain DBS renewal register and process DBS applications;
• Create, maintain and update personnel files and records and ensure the completion and maintenance of staff and student records on Arbor;
• To ensure that the administrative input of staff absence details for whole school is processed accurately. Monitor staff sickness absence and report to the Headteacher trends in line with the CES Attendance policy;
• Produce staff workforce census and other statutory returns to DfE, LA etc as commensurate to role;
Headteacher’s PA
• Providing administrative and secretarial support to the Headteacher including:
• To support the Headteacher, to meet and greet the headteacher’s visitors, displaying due courtesy and tact to ensure that visitors are welcomed into a friendly and professional environment. Recognising that the role is often the first point of contact for people wishing to speak to the Headteacher;
• Managing incoming / outgoing post, typing, drafting correspondence, proof-reading, telephone liaison, diary management, organising meetings / working lunches and liaising with catering, ensuring the Headteacher has correct documents in preparation for meetings, etc;
• To maintain the Headteacher’s diary, inputting routine meetings as well as meetings with prospective parents, existing parents, staff, MAC school Headteachers and others as necessary;
• Maintaining the School’s Complaints Logs;
• Undertake other confidential administration, e.g. Performance Management.
• Be flexible and proactive in approach and undertake all duties that may fall within the range as directed by the Head;
• Provide appropriate absence forms to staff for sickness, medical and compassionate leave, arranging for signing by the Headteacher;
• To liaise regularly with Operations Manager on staffing and employment changes and issues;
What the school offers its staff
The school is proud to be able to offer a number of benefits to its employees including:
• Access to CareFirst 24/7 our EAP confidential support
• Cycle to work scheme
• Sick pay
• Wellbeing forum
• Termly staff breakfasts
• Weekly rewards to the employee of the week
• Continued Professional Development reviewed annually
Commitment to safeguarding
Positions are exempt under the Rehabilitation of Offenders Act 1974 and as such appointments will be conditional upon the receipt of a satisfactory response to a check of police records via the Disclosure and Barring Service (DBS). All appointments made are also subject to satisfactory references, medical clearance and Right to Work in the UK.