Job Description

Key Purpose

• Day to day supervision of all office staff
• Supporting Business Manager with day-to-day business operations as shown below
• Organizing / prioritizing planned and unplanned administrative work
• Overseeing all administrative work with regards to reception, data, financial, human resources, pastoral, attendance and curriculum

Finance

• Manage the sales and purchase ledger accounts processed by Finance Assistant processing orders, invoices and payments
• Oversee the School Fund account
• Create payments on FMS
• Joint Administration of school electronic banking
• Support Business Manager with end of year returns / budget development
• Manage business charge card purchases on direction of the Head teacher.
• Book training or external facilities for SLT and Head teacher.
• Ensure compliance with IR35

Human Resources

• Manage HR records for new staff create offer letters through PACT HR, update SIMs. Manage changes made on PACT HR and SIMS including leavers, maternity, changes of details etc.
• Management of Inventory System
• Manage communication with parents telephone, letters, emails, newsletters half termly, School Ping
• Manage the school recruitment process
• Manage vetting procedures for new starters
• Manage records on the SCR
• Obtain references and vetting checks for volunteers
• Maintain whole school training records and book training events as required
• Maintain the Safesmart training system

Administration

• Prepare annual administration calendar with input from SLT
• Ensure delivery of professional administration services customer service
• Create forms as required
• Support the Head teacher with communication with staff through emails and verbal messages
• Liaise with external organizations on behalf of the Head teacher and SLT, e.g. contractors, cluster schools, CPD facilitators, LA Officers Etc.
• Undertake research and obtain information to inform decisions
• Analyze and evaluate data/information and produce reports/information/data as require
• Assist with procurement and sponsorship
• Undertake research and obtain information to inform decisions
• Assist with procurement and sponsorship
• Monitor the renewal of policies
• Oversee admission process input by Clerical Assistant, add children to BSO registration list, add UPNs etc.
• Prepare year end data on SIMs ready for next academic year create pupil leavers, send CTFS, move pupils to new year groups, create new year calendar etc.

Data Management

• Developing and designing bespoke reports in SIMS to provide management information on pupils and staff
• Marketing, Public Relations and Events Management
• Coordinating any administration tasks relating to school marketing/PR activities or whole school events e.g. Open Evenings, Parents Evening, School Photographs, Christmas events etc.
• Assist with marketing and promotion of the school

Responsibilities

• To maintain the confidential nature of information relating to the school, its pupils, parents and carers.
• 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 and support difference and ensure equal opportunities for all
• Contribute to the overall ethos/work/aims of the school
• Appreciate and support the role of other professionals
• Attend and participate in relevant meetings as required
• Participate in training and other learning activities and performance development as required.
• To support, uphold and contribute to the development of the Council's Equal Rights policies and practices in respect of both employment issues and the delivery of services to the community.
• To be vigilant for signs of neglect of children and to report any suspicions of this nature to the school's Named Person.

Required Knowledge, Skills, and Abilities