Job Description

• Attend and contribute to Senior Leadership Team meetings;
• Support Academy initiatives and projects through the management of business operations through liaison with the central services;
• Provide an effective and customer focused first line service to staff and stakeholders by acting as the first point of contact for them, resolving straightforward issues and ensuring any more complex issues are drawn to the attention of the designated central specialist, working with them to establish a resolution;
• Promote and champion new initiatives, systems and processes providing expertise, training and support during implementation;
• Have a strong awareness of all Trust processes, business services and reporting needs, ensuring processes and procedures meet the objectives of all parties;
• Responsible for the day to day management of the Academy office and administrative functions;
• Ensure all telephone and personal enquiries are dealt with efficiently and effectively in a way which promotes a positive image of the Academy;
• Organize the office workload, including forward planning, work allocation and monitoring, providing guidance and advise, training and induction of staff as part of delivering flexible, efficient and cost-effective support service;
• Provide vision, direction and motivation to your team;
• Responsible for the management of the MIS, ensuring accuracy, maintenance, set up of new academic years, curriculum assignment and the retention and destruction of the personal data in line with the retention and destruction policy;
• Responsible for all software managed within the admin services, including but not limited to online payment software and school communications software ensuring it is set up, maintained and having the ability to run reports and analyze the data to identify strategies to improve the service;
• Put in place daily cover arrangements for absent staff, liaising with cover agencies as required to arrange temporary teaching staff for cover, and to induct and check safeguarding documentation of agency staff with an awareness of financial pressures;
• To create and manage the School Calendar ensuring that this is created in time for the Academic Year in liaison with Trust;
• Manage the staff duty rota.

Corporate Services

• Working in partnership with the Central Data Controller and DPO to ensure data protection compliance and procedures are followed in line with Trust processes and procedures;
• Oversee the Academy School place Admissions and Appeals, ensuring compliance;
• With the support and direction of the Trust Governance service act as the Clerk to the Academy Advisory Board, including preparing reports, agendas and minute taking.

Human Resources

• Be responsible for the recruitment and interview processes;
• Administer the safer recruitment checks, ensuring compliance under current legislation, statutory requirements and Trust procedures, liaise with the central HR service to ensure timely and accurate offer letters and contracts of employment are produced;
• Ensure that all safeguarding checks are recorded on the Single Central Record in a timely and accurate manner and that any issues are escalated appropriately;
• Be responsible for all communications with new employees and their line manager prior to their start;
• Be responsible for the successful on boarding and induction of all new employees;
• Be responsible for ensuring Academy resources are returned prior to any staff leaving;
• Be responsible for recording and monitoring staff absence accurately liaising with cover agencies as required to arrange temporary teaching staff for cover, and to induct and check safeguarding documentation of agency staff with an awareness of financial pressures;
• To lead on the administration of the Teaching Staff appraisal software Bluesky, ensuring that records are kept up to date in order to support the Senior Leadership Team with pay progression;

Finance

• Develop and oversee a local finance admin service to support Academy staff in their procurement activities, including completing new supplier forms, raising requisitions, following up on approvals of requisitions and managing the receipt of goods and services into the Academy approving payment of invoices;
• Oversee all finance admin activities, ensuring compliance and identifying implications that require escalation to the central finance team;
• Identify additional spend commitments and ensure central finance are made aware;
• Ownership of an Academy Business Credit Card to support with procurement;
• Responsible for compiling, maintaining and ensuring the accuracy of statistical information as required by the DfE to ensure that funding is maximised for the Academy.

Required Knowledge, Skills, and Abilities

Act as the Academy EVC (Educational Visit Coordinator), being responsible for the academy visits administration including assisting with the planning, collection of paperwork, the booking of venues, buses and administering and the risk assessment process in liaison with the visit leader; Be responsible for working with the Local Authority officer as part of the Nottingham Education visit legislation to approve activities and ensuring the safety and quality of offsite activities; Be responsible for acquiring and maintaining up-to-date knowledge of, legal and health and safety compliance and any changes which occur within the Education visit field; Set up payment methods on ParentMail, agreeing payment plans where appropriate and monitor and track payments, regularly chasing outstanding payments; Completing the reconciliation form at the end of the trip, to ensure payments are allocated correctly on PSF.