Office Manager

1 month ago

West Byfleet, United Kingdom Teaching Personnel Full time

Office Manager Required- ASAP Start
Location- West Byfleet, Surrey
Reporting to: Headteacher
Responsible for: Admin Team and Caretaker

Job purpose:
-Lead the office administration team in providing effective, efficient and comprehensive school support services. Oversee pupil admissions and attendance, including maintenance of MIS and HR databases. Oversee all day-to-day operational processes across school.
-Primary school liaison for Xavier central services. Oversee school-based Finance, HR, Estates and IT; school communications; premises and facilities compliancy; overseeing.

Key Accountabilities:

-Lead and manage the administrative team and caretaker by promoting teamwork, a safe and welcoming environment. Carrying out performance appraisals, identifying training and development needs to ensure the smooth and efficient running of these teams.
-Set up, manage and maintain administrative and office systems including manual and computerised information retrieval systems. Providing high quality, accurate and confidential support.
-Collect, update and maintain data records, analysing relevant information. Produce routine and more complex reports as requested by senior staff or external agencies (e.g. termly pupil census, school workforce census and other returns/reports). Including database for wrap around care and school website.
-Oversee purchase order processing and manage school fund trips and residentials.
-Oversee HR/Finance procedures at school level, liaising with Central Finance and HR Managers to ensure matters are processed accurately, timely and in accordance with policy.
-Carry out a range of tasks to support the smooth running of the school through overseeing Premises and Facilities compliance, maintenance of Health and Safety and liaising with Central Estates Managers.
-Support school and Xaiver leadership teams by co-ordinating with other stakeholders to provide effective internal and external communications to staff, pupils, parents and other parties.
-Manage external cleaning contract and be the day-to-day contact for the school catering team.

Human Resources:
-Ensure employee records in EveryHR (computerised HR system) are accurate and up to date. This will include responsibility for data entry, regular and ad hoc reporting.
-Maintaining up-to-date employee contracts, maternity, paternity and other information in EveryHR. To ensure accurate monthly payroll processing by Central Finance team.
-Monthly preparation and submission to EveryHR - claims for additional hours and reporting unpaid leave.
-To maintain an accurate and up-to-date Single Central Register.
-Prepare and submit annual School Workforce Census return.
-Co-ordinating the recruitment process, including placing adverts using the on-line recruitment system and ensuring all appropriate documents are uploaded.
-Liaising with applicants and coordinating the shortlisting process, ensuring senior leaders receive all appropriate information and documentation in accordance with recruitment procedure.
-Liaising with Xavier HR team.
-To carry out all relevant pre-employment checks and on-boarding for new employees.
-To administer the National College online training platform and be main point of contact for queries.

Planning & Organising:
-Support senior staff, ensuring confidentiality, and assisting in the effective organisation of internal/external meetings and activities to support a high standard of office organisation.
-Assess the range and volume of work to be undertaken for the days ahead and plan to ensure it is completed to time and to an appropriate standard.
-Help to prepare straightforward materials to assist in the effective organisation of internal/ external activities.
-Manage admission and attendance.

Office Manager : Person Specification
-Minimum 3 GCSEs at Grade 4 (C) or above, or equivalent, or able to evidence ability at an equivalent level.
-Familiar with one or more of the specific processes used in education, business, communication, financial or HR administration.
-Ability to apply relevant health and safety, equality and diversity, and other Xavier Catholic Education Trust policies and procedures.
-Competent in a range of IT tools.
-Ability to work with others to achieve objectives and provide excellent customer service.
-Good written and oral communication skills with the ability to build sound relationships with staff and parents.
-Ability to prioritise and plan own workload in the context of conflicting priorities.
-Experience of working in a busy office environment.

If you are interested, please send your CV to andrew.gilbertteachingpersonnel

All applicants will require the appropriate qualifications and training for this role. Please see the FAQ’s on the Teaching Personnel website for details.
All pay rates quoted will be inclusive of 12.07% statutory holiday pay. This advert is for a temporary position. In some cases, the option to make this role permanent may become available at a later date.
Teaching Personnel is committed to safeguarding and promoting the welfare of children. We undertake safeguarding checks on all workers in accordance with DfE statutory guidance ‘Keeping Children Safe in Education’ this may also include an online search as part of our due diligence on shortlisted applicants.
We offer all our registered candidates FREE child protection and prevent duty training. All candidates must undertake or have undertaken a valid enhanced Disclosure and Barring Service (DBS) check. Full assistance provided.
For details of our privacy policy, please visit the Teaching Personnel website.

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