Location
Dudley, West Midlands | United Kingdom
Job description
Dudley Wood Primary School has an exciting opportunity to recruit a committed and enthusiastic Office Manager to join our Administration Team. We are open to flexible working.
Our school has a friendly atmosphere where positive relationships are key. The team at Dudley Wood Primary School work collaboratively and with passion to raise standards and improve the life chances of our children. Our dedicated team work diligently to ensure our school improvement journey continues, offering our pupils the best possible education.
Dudley Wood Primary School has been proudly part of The Rivers CofE Academy Trust since 1 st June 2022. We are a dynamic trust of sixteen primaries, first and nursery schools and a thriving teaching alliance with a strong educational reputation. As a member of our 750+ staff community, you will have access to a collaborative network of colleagues who work together to drive high standards and benefit from a contributing pension scheme, access to continued professional development and opportunities for internal talent management.
Our vision is to teach children to love, learn, live as a global citizen in an ever-changing world, encapsulated in our vision: ‘love, learn, live.’
The closing date for applications is Friday 15 th March, 9:00am . Applications should be made on a Rivers Academy Trust application form, which are available on our website. Interviews are planned for Thursday 21 st March . Shortlisting will take place on the afternoon of Friday 15 th March.
We would be delighted to hear from you if you share our vision and want to make a real difference to our pupils, school, and Trust. If you have any further queries, or would like to visit our school, please call our school office on 01384 900640 or email [email protected]
I look forward to hearing from you.
Yours sincerely
Mr J Beacham
Headteacher
Job Description:
Job title: Office Manager
Salary Range: Scale 5
Line of Responsibility: Senior Leadership Team / Headteacher
Direct staff reports: Office staff
Our People Values:
Love, Learn, Live - Our aim is that our staff will love learning for life . Our family of schools love, learn and live together.
Our STARS values - Empowering staff to make a difference to children’s outcomes: Sharing; Trust; Achievement; Respect and Safety
We expect our staff to: deliver high quality performance for our children; have a positive and proactive approach; be passionate about learning and CPD; listen to and work collaboratively with others; and engage in school and Trust life.
Key Purpose:
Under the guidance of the Headteacher, manage the provision of whole school administrative, financial, health and safety, premises maintenance, Wrap, reception and secretarial support services; assist in the planning, development and monitoring of outsourced school support services e.g. cleaning, catering. Act as an integral part of the school staff team, and as such to make a contribution to the overall aims of the school, working within agreed policies and procedures.
Main Activities:
Responsible for promoting and safeguarding the welfare of children and young people within the school.
Support the aims and ethos of the school.
Work with the Headteacher on a one-to-one basis, to support the development and improvement of the school.
Compliance and Data Protection Officer (DPO)
- Ensure security of pupil and staff data. Responsible for compliance with data regulations, keeping information up to date and timely submission of census returns.
- Comply with MAT and school policies. Assist with the development of policies and procedures relating to support service systems, financial management, premises, child protection to ensure the school’s compliance with legislation and best practice.
- Under the guidance of the MAT, assist in preparation of all returns to the DfE, LA and other agencies and ensure submission is within statutory deadlines.
- Under guidance of MAT, ensure appropriate insurance policies are in place. Organise maintenance of the school site and buildings ensuring efficient operation of all facilities and compliance with legislation.
- Ensure completion and submission of complex forms and returns, including those to outside agencies, within statutory deadlines.
- Ensure that visitors are aware of the safeguarding and fire evacuation procedures and have signed into the visitor record. In the absence of the site technician, accompany contractors and other service providers to required locations on the school site.
- Oversee and coordinate maintenance of the Single Central Record and inspection of DBS checks for all stakeholders
- Act as a systems manager for the administration network, producing relevant statistical and report date in relation to the school, staff and children where required
- Oversee the maintenance of pupil records, including registration, admission and transfer procedures and associated statistical analysis for the Headteacher, and other relevant bodies in order to meet management and statutory requirements
- Ensure that contractors working on site have inspected and signed the Asbestos Register.
- Manage manual and computerised records/information systems.
- Analyse and evaluate data/information and produce reports as required.
- Be aware of and comply with policies and procedures relating to child protection, security, confidentiality and data protection, reporting all concerns to an appropriate person.
Health and Safety and Site Management
- Assist with the planning and development of school support services and matters of the management of the school which are supportive to, but do not directly involve teaching and learning.
- Responsible for health and safety compliance.
- Supervise site maintenance.
- Under the direction of the Headteacher, supervisory management of the administration, finance and premises support activities and personnel.
- Ensure maintenance of the asset register and apply controls to ensure the security of assets.
- Support the site team to contribute to effective risk management.
- Support preparation of appraisals for future projects and for the future development of the school.
- Assist in planning and implementation of new capital and refurbishment projects.
- Work with creativity and innovation, with regard to approved policies and procedures, to improve working practices and arrive at solutions for routine and complex problem solving.
- Provide organisational and advisory support to other staff, pupils, parents and Trustees, attending meetings as appropriate.
Human Resources and Personnel
- Manage the administration of human resources. Responsible for notifying School Employee Services of changes to staff contracts. Work effectively and in co-operation with all other staff in the school, using your own knowledge and skills to contribute positively to the overall welfare of the school and its pupils. Establish constructive relationships and communicate with other agencies/ professionals. Office support, dealing with complex telephone and visitor enquiries. Always undertake duties in such a way as to ensure that the school has a safe and welcoming environment. Be familiar with all the school’s policies concerning the safety of pupils and stakeholders. Accountable for decision making, short term planning and dealing with unexpected problems within the school office. Provide advice and guidance to staff, pupils and others.
Finance
- Manage school resources. Manage income generation activities and promoting and marketing the school. Under the supervision of the MAT Finance Team manage the procurement process, including securing appropriate service contracts, licences and insurance. Implement the financial decisions of the Headteacher and MAT. Monitor and control income and expenditure in relation to the school’s delegated budget. Under the guidance of the MAT use financial management information, including benchmarking tools, to identify areas of relative spend, assess trends and to directly advise the Headteacher. Responsible for keeping up to date delegated financial system procedures and undertaking routine financial administration. Implement and follow policies and procedures to ensure value for money and the security of financial resources including accurate handling and security of cash and cheques. Manage financial processes to ensure timely processing of invoices and overtime claims. Monitor performance of contracts for support services purchased through Service Level Agreements. Maximise the use of accommodation both by school and outside agencies in order to generate income and manage the letting of school premises to outside organisations. Generic Responsibilities
- Seek ongoing improvement within own area of responsibility and undertake any further training as identified in the trust review procedures. Maintain a flexible and team working approach and perform such other duties as may be required. To promote the values and vision of the Rivers C of E Academy Trust and value each school for its differences as well as similarities Ensure that safe working practices are followed in respect of COSHH and other Risk Assessment control measures. Employees must comply with the provisions of ‘The Health and Safety at Work Act 1974’ and must take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts of omissions whilst at work. Employees are also required to cooperate with their employer to enable them to perform or comply with any statutory provisions. The trust’s efforts to promote a safe and healthy working environment can only succeed with the full co-operation of its employees. To understand, comply with and promote the trust’s safeguarding policy and procedures. It is the responsibility of all employees to make the working environment safe and secure for all. Everyone must adhere to the 5 Rs in relation to possible abuse: Recognition, Response, Reporting, Recording and Referral. The trust can only ensure its dedication to the protection of vulnerable people with the full cooperation of its employees. The trust has an Equality and Diversity policy and it is the responsibility of all staff to comply with this. Also, the key responsibilities for staff under this policy are set out in the trust Code of Conduct. The duties described in this job description must be carried out in accordance with those policies, in a manner which promotes equality of opportunity, dignity and due respect for all employees and service users. To maintain the confidentiality about clients, staff and other trust business. The work is of a confidential nature and information gained must not be communicated to other persons except in the recognised course of duty. The post holder must meet the requirements of the Data Protection Act at all times. Be aware of, promote and implement the trust’s Quality and Information Security Management Systems. To report to line manager, or other appropriate person, in the event of awareness of bad practice.
The Trust reserves the right to alter the content of this job description, after consultation, to reflect changes to the job or services provided, without altering the general character or level of responsibility.
This job description is intended to provide a broad outline of the accountabilities and responsibilities only. The post holder will need to be flexible in developing the role in conjunction with the line manager. The post holder may be asked to carry out any other delegated duty or task that is in line with their post.
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