Office Manager at Pitcheroak School

To apply for this position please complete an application form and return to office@pitcheroak.worcs.sch.uk.

Application forms can be found on the school's website https://pitcheroakschool.co.uk/our-school/jobs/

Post: Office manager
Scale: CLPT 19-23
Gross Salary: £25,927-£28,226
Hours: 37 hours per week (8.30 - 4.30 Mon – Thurs and 8.30 – 4.00 Fri) (half an hour lunch break)

Responsible to: Deputy Headteacher

Main Functions: The main purpose of the job is to lead on the whole school administration in the school office with particular responsibility for pupils and staff. To support the efficiency of the SLT of the school to ensure the smooth running of the organisation.

Pupils

• To assist SLT in all matters regarding pupil admissions and co-ordination of start dates liaising with LA officers and external agencies.
• Support the transport arrangements for pupils liaising with escorts, teaching assistants and family members.
• To monitor and contribute to governor reports on pupil attendance.
• To share responsibility for school medication and have overview of safe working practices including systems for respite provision.
• To support the annual review process of Educational Health and Care Plans.
• To input data on a weekly basis using Scholarpack and provide reports as requested.
• Follow up pupil absence and missing children.
• To assist the visiting NHS clinics and respond to parent/ carer requests and queries.
• To have responsibility for Scholarpack management for the whole school inputting and any amendments in Scholarpack and distribution of all class lists and data checking sheets.

Personnel Management

• Liaise between managers/ teaching staff and support staff.
• Take a lead role in the administration of recruitment.
• Support with induction/ appraisal/ training/ mentoring of other staff.
• Monitor sickness absence levels and produce reports for the Headteacher and Local Governing Body.
• Manage the DBS application and management of checks.
• Support the maintenance of the SCR and personnel files.
• Train and guide staff with the leave of absence request process for personnel and all of the necessary inputting of data (sickness returns etc) to the CLPT.
• Attend team meetings with Senior Leaders when requested.
• Support the administration process of recruitment for teachers and support staff.
• When instructed arrange staff supply cover where necessary.
• Provide personal support to all staff.

Administration

• Respond to correspondence received including managing the office@ email address.
• Maintain and upgrade the Scholarpack system and train staff as appropriate.
• Contribute to the school’s website content.
• Meet with the Transport Officer annually required to arrange all pupil transport for the following year.
• Manage where appropriate, the administrative function of the school including reception, reprographics, school records and archiving.
• To be responsible for the systems and general management of the school’s personnel and the full computerisation of the administration system.
• Ensure both School Census and School Workforce Census’ are completed accurately and on time.
• Input all accidents and reconcile these with SLEUTH input.
• Manage all electronic payments (currently ParentPay).
• Manage emergency maintenance issues as they arise using approved contractors.
• Liaise with the catering company about any School Meal issues including costings, ingredients, equipment, staffing and other related issues.
• Take a lead role in the development and maintenance of pupil record/ information systems and provide administrative support for Annual Reviews, LACs, PEPs, CiNs, Medicals and CPs.
• Support the day-to-day administrative requirements of the school and the Senior Leadership team including copy-typing, phonecalls, photocopying, minute taking, word-processing, standard letters, filing, faxing, post, e-mailing, management of schedules and calendars etc.
• Provide analysis and evaluation of data/ and produce reports/ information as required.
• Be responsible for completion and submission of forms, returns etc., including those to outside agencies e.g., DfE, LA.
• To help to operate the reception and answer the telephone, face to face enquiries and signing in of visitors.

Senior Leadership Team

• To provide updates and reports to all members of the SLT on pupils, families, transport matters, respite and coordinate external visiting medical practitioners.
• To provide input and support into the School Development and Improvement Plan.

Organisation

• Support the planning, development, design, organisation and monitoring of pupil support systems/ procedures/ policies pertinent to the Senior Leadership Team, such as the pupil data grid, pupil premium chart.
• To contribute to the positive team atmosphere and public image of the school.
• To undertake continual professional development.
• To liaise with multi professional workers and a range of other professionals.

Resources

• Ensure the smooth running of the school by helping staff to follow procedures to ensure that all staff have sufficient resources.
• Support the whole school marketing strategy and promotion of the school.

Responsibilities

• Comply with and assist with the development of policies and procedures.
• Be aware of and support differences and ensure equal opportunities for all.
• Contribute to the overall ethos/ work/ aims of the school.
• Develop constructive relationships and communicate with other agencies/ professionals.
• Share expertise and skills with others.
• Transport – meet with Transport Officer as required to arrange all pupil transport for the following year.
• Be responsible for day-to-day matters relating to school transport and liaising with the Local Authority over changes and problems.
• Recognise own strengths and areas of expertise and use these to advise and support others.

Qualifications/ Training
NVQ Level 2 or equivalent qualification or experience in relevant discipline.
Excellent numeracy/ literacy skills.

Knowledge/ Skills

• Effective use of specialist ICT packages.
• Use of specialist equipment/ resources.
• Full working knowledge of relevant policies/ code of practice/ legislation.
• Ability to organise, lead and motivate other staff.
• Ability to plan and develop systems.
• Ability to relate well to children and adults.
• Work constructively as part of a team, understanding school roles and responsibilities and your own position within these.
• Ability to self-evaluate learning needs and actively seek learning opportunities.

Job Types: Full-time, Permanent

Salary: £25,927.00-£28,226.00 per year

Benefits:

• On-site parking

Schedule:

• Monday to Friday
• No weekends

Ability to commute/relocate:

• Redditch., B97 6PQ: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 17/04/2023
Reference ID: Office Manager