JOB DESCRIPTION: Office Manager NJC 31 £28,032 pro rata

JOB DESCRIPTION: Office Manager NJC 31 £28,032 pro rata
PURPOSE:
To ensure and manage the smooth running of all aspects of the school office
Taking full responsibility for managing the office team in order to support the teaching
staff
Supporting the Senior Leadership Team and Head’s PA when required.
REPORTING TO: The Business Manager DISCLOSURE LEVEL: Enhanced
HOURS OF WORK:
Full time, term time only, plus 3 weeks by arrangement with the
Headteacher/Business Manager.
DUTIES AND RESPONSIBILITIES
1. OFFICE MANAGER
a) To be responsible for the efficient running of the school office and delegate tasks to
designated staff as appropriate
b) To liaise with middle and senior leaders and delegate administrative tasks to appropriate
members of the support staff team
c) Be responsible for the work, training and development of the school office staff
d) To line manage main office staff, receptionists, reprographics technicians and mealtime
supervisors and carry out appraisals as per the schools policy
e) Be responsible for opening the school office and ensuring that the switchboard is operated
from 8am each day
f) Receive and appropriately deal with all incoming electronic communications to the school’s
general email
g) Ensure up to date and relevant information is displayed on electronic devices around the
school
h) Ensure correct procedures are followed regarding all visitors in liaison with Security Team
and Reception
i) Provide refreshments for visitors to the school as appropriate
j) Be responsible for the general security in the school office and for the safe keeping of all
valuable and/or confiscated items held there
k) Deal quickly and calmly with any emergencies giving accurate information to the emergency
services when required
l) Ensure that relevant lists and equipment are taken to emergency meeting point in the event
of a fire / other emergency which requires the school to be evacuated
m) Be responsible for ensuring that all general word processing – letters, forms, booklets,
programmes, Records of Achievement, and admin of the Staff Handbook
n) Taking minutes when required
o) Responsible for the collation and production of the weekly Briefing Bulletin
p) Oversee the distribution of all incoming mail and deliveries
q) Ensure that the School Office complies with the Data Protection Act.
r) Supervise the recording of outgoing post
s) Be responsible for the authorising and ordering of school office stationery and stamps
t) Be responsible for the ordering, updating and maintenance of the school franking machine

u) Be responsible for the smooth and efficient running of all general office tasks, including
reception duties, switchboard and student information
v) Liaising with the JPA regarding bookings of school premises for meetings and functions.
w) Liaise with all outside agencies
x) Oversee staff wellbeing
y) Be responsible for ordering food for staff at Parents’ Evenings and other functions
z) Be a holder of access rights to the office safe.
2. OVERLAP OF PA AND OFFICE MANAGER ROLES
a) Deal quickly and calmly with any emergencies giving accurate information to the emergency
services when required.
b) Liaison with parents, clerk and governors, trustees, staff, students, general public, unions,
government departments, local authority and VIP visitors to the school.
c) Assist with Headteacher’s Awards, Open Evenings, special events /presentation ceremonies
etc.
3. OTHER DUTIES
Carry out any other duties as directed by the Headteacher commensurate with the general level
of responsibility of the post.
Whilst every effort has been made to explain the main duties and responsibilities for the post,
each individual task undertaken may not be identified, especially in the context of a growing
school which requires flexibility in all of its employees.
This job description is current at the date shown but, in consultation with the postholder, may
be changed by the Headteacher to reflect or anticipate changes in the job commensurate with
the grade and job title.
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PERSON SPECIFICATION: Office Manager
Experienced in dealing with confidential work
Excellent interpersonal skills, good telephone manner, calm approach
Excellent communication skills, both written and oral, and high standard of written
and spoken English
High level of competency in ICT (Email, Word, Excel, PowerPoint)
Knowledge of SIMS database (desirable)
Ability to prioritise work, cope with competing deadlines and use initiative in a
variety of situations
Personnel experience (Desirable)
PA or senior secretarial experience (Desirable)
Flexible approach to all duties and working hours
Ability to multi-task to a high standard
Confidentiality, tact and discretion combined with a calm personality and sound
judgement
The ability to act on initiative after appropriate training
A sense of humour
An interest in education and schools