Administrative Officer

**School**

**Job No. ** **Post Title ** **Grade ** **JE Pts ** **Date**

**Office Support Manager**
220

S102 **(Inc PA for Headteacher) **Grade 7 April 2008
Hay

**Statement of Purpose**

Under the guidance and direction of the Headteacher or member of the Senior Management Team, organise and deliver effective administrative systems within the school.

**Support for the Headteacher**
- Provide administrative support to the governors including preparation for meetings, terms of reference of governors’ committees, current list of governors.
- To maintain data protection records including DBS information and the Single Central Record.
- Undertake confidential and general typing, word-processing for the Headteacher e.g. staff references and appraisal forms.
- Undertake IT-based tasks which may include: data collation, correspondence and form filling
- Maintaining diaries including an electronic diary system.

**Support to Other Staff**
- Provide personal, administrative and organisational support to other staff

Provide advice and guidance to staff, pupils and others.
- Provide administrative and organisational support to the Governing

Body.

**Line Management**
- Will involve line management responsibility for support staff (may include admin, clerical and catering and cleaning staff).
- Liaise between managers/ teaching staff and support staff.
- Hold regular team meetings with support staff.
- Undertake recruitment/induction/ appraisal /training/mentoring of other staff.

20/05/2008 Page 1 of 4 PROFILE - Office Support Manager.doc

**CHILDREN AND LIFELONG LEARNING - HR SERVICES**

**Support HR Management**
- Contribute to the planning, development and organisation of support service systems/procedures/policies.
- Support recruitment processes from advertising to interviews and references, including employment checks
- Carry out confidential minute-taking when required.
- Supervise, train and develop staff as appropriate.

**Support Financial Management**
- Monitor and manage stock within an agreed budget, cataloguing resources and undertaking audits as required.
- Undertake complex financial administration procedures.
- Assist with the planning, monitoring and evaluation of budget.
- Contribute to the planning, prioritisation and budget allocation within the financial budget for the school.
- Undertake the administration of payroll systems.
- Manage expenditure within an agreed budget in conjunction with the Headteacher.
- Oversee general financial responsibilities including processing invoices, processing and distributing orders, receipt and recording of monies.

**Support Organisational Management**
- Take a lead role on the development of office systems and processes.
- Ensure the Management of 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.
- Operate relevant equipment/complex ICT packages.
- Undertake research and obtain information to inform decisions.
- Assist with procurement and sponsorship.
- Oversee the updating and further implementation of school policies
- Assist with marketing and promotion of the school.
- Manage administration of facilities including use of school premises.
- Undertake administration of complex procedures.
- Complete and submit complex forms, returns etc., including those to outside agencies.
- Manage manual and computerised record/ information systems.
- Operate relevant equipment/ complex ICT packages.
- Provide personal administrative and organization support to other staff.

**Support to School**
- Promote and safeguard the welfare of children and young persons you are responsible for or come into contact with.
- Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
- Be aware of, support and ensure equal opportunities for all.
- Contribute to the overall ethos/work/aims of the school.
- Appreciate and support the role of other professionals.

20/05/2008 Page 2 of 4 PROFILE - Office Support Manager.doc

**CHILDREN AND LIFELONG LEARNING - HR SERVICES**
- Attend and participate in relevant meetings as required.
- Participate in training and other learning activities and performance development as required.
- Assist with pupil needs as appropriate during the school day under the direction of the

Headteacher.
- **Note 1**:_
- **The content of this job description will be reviewed with the post holder on an annual basis in **_
- **line with the School’s performance and development review policy. Any significant change in **_
- **level of accountability that could result in a change to the grade must be discussed with the post **_
- **holder and the relevant trade union before submitting for re-evaluation. **_

**Person Specification**

**Office Support Manager Level**
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