Head of Operations

Job Title: Head of Operations

Salary: £35,000 – £42,000 (Dependent on experience)

Contract Type: Permanent

Working Hours: Full-time

Location: Based in London (In Toto Ed London), with occasional travel to other In Toto Ed sites

Reports to: Headteacher / Director

About In Toto Ed

In Toto Ed is a progressive and values-driven group of independent special schools providing creative, personalised education for young people with additional needs. With sites in London, Cambridge, and Peterborough, we are reimagining what education can be — inclusive, innovative, and ambitious for every learner.

We are seeking a Head of Operations (London) to ensure the efficient, safe, and compliant running of the school. This pivotal role combines operational oversight with direct responsibility for administration, attendance, examinations, facilities, cleaning, maintenance, and supplier coordination.

The postholder will lead the Admin Department, oversee the Referrals Coordinator, and take direct responsibility for Exams and Attendance. They will also ensure that the school environment, systems, and operations meet the highest standards of safety, efficiency, and presentation.

Key Responsibilities Operational Management

· Oversee the day-to-day operations of the London site, ensuring all administrative, facilities, and support services run smoothly and effectively.

· Act as the primary contact for maintenance, facilities contractors, and operational suppliers.

· Oversee and coordinate cleaning, maintenance, and site presentation, ensuring all spaces are safe, compliant, and welcoming.

· Support the Director of HR, Compliance & Safeguarding to maintain full compliance with Health & Safety, Fire Safety, and Risk Assessment standards.

· Ensure appropriate staff training is in place for first aid, fire safety, and manual handling.

· Coordinate procurement and management of operational suppliers and service contracts (e.g., cleaning, maintenance, catering, and utilities), ensuring efficiency, value for money, and adherence to procurement policy.

· Support the renewal and administration of site-related contracts and leases, maintaining accurate records and documentation.

· Assist in managing insurance documentation and operational risk assessments to ensure the school remains fully covered and compliant.

· Ensure the site is prepared for Ofsted, DfE registration, and local authority inspections.

· Lead operational briefings, staff updates, and relevant training sessions.

Administration and Team Leadership

· Lead and line-manage the Admin Department, ensuring effective communication, documentation, and workflow.

· Oversee the Referrals Coordinator, ensuring referral and placement processes are accurate and meet local authority and SEND commissioning requirements.

· Ensure administrative systems are efficient, secure, and compliant with GDPR and internal policies.

· Conduct regular team meetings and appraisals, supporting performance, development, and wellbeing within the team.

Exams Officer

· Take full responsibility for all examinations and assessments, including GCSEs and vocational qualifications.

· Liaise with awarding bodies to ensure full compliance with JCQ and exam board regulations.

· Manage exam entries, access arrangements, invigilation, and secure storage of materials.

· Work with teaching staff and SENCo to ensure all students are appropriately entered and supported.

· Manage results day, post-results services, and ensure all data and records are accurate and retained appropriately.

Attendance Officer

· Monitor, record, and manage student attendance and punctuality using the Arbor MIS.

· Produce reports for SLT and local authorities, identifying attendance trends and areas for intervention.

· Work with staff, families, and external agencies to promote good attendance and engagement.

· Ensure attendance procedures meet statutory DfE and Independent School Standards requirements.

Facilities, Cleaning, and Maintenance Oversight

· Oversee daily cleaning and maintenance operations, ensuring high standards of hygiene, presentation, and site safety.

· Liaise with maintenance teams and contractors to plan and monitor repairs, safety checks, and servicing schedules.

· Maintain compliance logs for fire safety, electrical testing, water hygiene, and equipment servicing.

· Coordinate with the Director of HR, Compliance & Safeguarding on site audits and statutory inspections.

· Support the planning and delivery of minor capital works or improvement projects, ensuring efficiency and compliance.

Compliance and Data Management

· Ensure data accuracy, GDPR compliance, and secure information management across all administrative systems.

· Maintain the integrity of data within Arbor MIS, including attendance and examination records.

· Ensure documentation, policies, and operational records are maintained for audit readiness.

· Keep up to date with changes in operational, H&S, and educational compliance requirements, ensuring ongoing best practice.

Person SpecificationEssential

· Proven experience in operational or administrative leadership within a school or similar setting.

· Strong organisational and planning skills with excellent attention to detail.

· Experience with school MIS systems (ideally Arbor).

· Knowledge of JCQ exam regulations and DfE attendance requirements.

· Experience managing facilities, maintenance, and/or cleaning contracts.

· Excellent written and verbal communication skills.

· Demonstrated understanding of Health & Safety, GDPR, and operational compliance.

· Proven experience managing or supervising teams and contractors.

· Ability to manage confidential information with integrity and professionalism.

Desirable

· Experience within Alternative Provision, SEMH, or Independent Schools.

· Familiarity with SEND referrals and placement processes.

· Experience managing or supporting capital improvement projects.

· IOSH or NEBOSH qualification (or willingness to train).

What We Offer

· Salary up to £42,000, depending on experience.

· Generous pension and wellbeing benefits.

· Unlimited access to an award-winning CPD platform.

· Fully funded Enhanced DBS and Paediatric First Aid training.

· Cycle to work scheme and employee recognition awards.

· Health Assured EAP with 24/7 counselling, wellness app, and retail discounts.

· Free tea and coffee, free eye test, and access to the gym.

· Wellbeing leave and a culture that values work–life balance.

· Free on-site parking, MacBook provided, and casual dress code.

· The opportunity to play a key role in a growing, forward-thinking education group.

Safeguarding Statement

In Toto Ed is committed to safeguarding and promoting the welfare of children and young people. All staff and visitors are expected to share this commitment. The successful applicant will undergo an enhanced DBS check and full pre-employment vetting.

Job Types: Full-time, Permanent

Pay: £35,000.00-£42,000.00 per year

Work Location: In person