Bath & Wells Multi Academy Trust

Job Title: Office ManagerLocation: St Vigor and St John Church SchoolSalary Range: £21,589 - £24,799 FTEReports To: HeadteacherFull/Part time: Part Time

The Aim of The Bath & Wells Multi Academy Trust:To ensure that every school within the Trust provides an outstanding education for every child, rooted in its distinctively Christian ethos.

Bath & Wells Multi Academy Trust Mission Statement: John 10:10 ‘That they may have life, life in all its fullness’The Bath & Wells Multi Academy Trust’s mission is to provide an education which is life-enhancing for every child. We promise an experience which is lovingly inclusive to all pupils.

Job PurposeAs part of the Senior Leadership team, your role will be to support the effective management of the school office and premises; through the direct line management of the office team and premises staff.

Main Responsibilities and DutiesHR & Payroll ProcessesAs part of this role you will be required manage and oversee your allocated school’s HR and Payroll processes and paperwork for all starters, leavers, contract changes, monthly variations, this includes the following areas:

Key Responsibilities Responsible for all administration in relation to staff, including personnel files and electronic

staff data. Undertaking administration associated with staff appointments and personnel Maintaining a single central record for safeguarding, carrying out preliminary checks for

DBS forms. Responsible for the organising of supply cover, maintain supply diary and records and

submitting supply claim forms. Completing monthly payroll paperwork/reconciliation to ensure staff changes, sickness,

SMP and overtime are administered and paid correctly. Monitoring of sickness for escalation and participation in sickness management interviews Undertaking return to work interviews Submission and monitoring of absence and maternity scheme claims. Responsibility and oversight of the School's single central record Submission of workforce data requirements

Finance, Procurement and Contract ManagementResponsible for the appropriate procurement of day to day goods and services for the school to ensure compliance to the Trust's Finance policy and value for money is achieved. Management of service delivery and contract management review of all outsourced services such as IT support.

Key Responsibilities Day to day responsibility for finances including raising orders, processing invoices and

recording income. Providing information to the Hub Business Manager when requested Reviewing and maintaining a school contracts database Leading in the procurement of goods and services to ensure that the Trust's procurement

policies are adhered to. Effective analysis of alternative goods/services to ensure value for money is being

achieved.

General Administrative Support To ensure the efficient and effective running of all school administration tasks To work in line with and comply with the BWMAT’s and school’s policies and procedures,

and report any concerns to the Head Teacher Acting as Personal Assistant to the Head Teacher, including the provision of secretarial and

administrative support for the Head Teacher and Leadership Team. Producing reports and completing statutory returns as requested Maintaining an inventory of school assets Managing any lettings of the school premises including paperwork and income. Ensuring safeguarding administration is in line with the Trust’s required process and dealt

with on a timely basis. Liaising with agencies, setting up and attending meetings. Responsible for ensuring that the school’s pupil data information is accurately maintained Oversight of pupil attendance – regularly monitoring low attendance, producing relevant

letters and sending to parents; involvement of Attendance Officer and organising and attending meetings; instigating fixed penalty notices.

Oversight of the admissions processes.  Advising Head Teacher and Governors on Statutory Guidance.

Ensure the effective use of ICT within the school office and setting up all new staff Ensuring the school complies with the Data Protection and Freedom of Information Acts Updating the school website on a regular basis to ensure all information is accurate and up

to date. Covering reception/telephones when necessary

Premises ManagementIn liaison with the Site Manager/Caretaker

Managing/organising planned maintenance Organising day to day maintenance Ensuring premises are compliant with Health & Safety regulations, ensuring all routine

checks are carried out.

Supervision and ManagementThis role is responsible for the effective running of the school office and site management

Key Responsibilities

Line Management of the school office staff Management of premises staff ensuring the effective performance of any in house

cleaners, school crossing patrol Management of the Site Manager to ensure premises are properly maintained to

appropriate standards and compliance with service agreements and statutory Health & Safety requirements.

Undertaking appraisals and performance management of staff

Problem Solving, Creativity and Decision MakingTo deal with changing and conflicting deadlines and frequent interruptions to work, supervision of staff and allocation of work.

Work to deadlines; to prioritise own workload and allocation of duties to other team members.

Frequently deals with non-routine queries and forwarding matter to appropriate staff where necessary.

Key Contacts and RelationshipsSchool Senior Leadership TeamSchool OfficeKitchen and Premises StaffHub Business ManagerFinancial ControllerCentral HR teamExternal Service Providers

ResourcesGeneral office equipment e.g. word processor, photocopier, fax machine and telephone.

Use finance softwareWorking EnvironmentOffice based post with occasional driving requirements to attend meetings.

PERSON SPECIFICATION

Job Title: Office ManagerLocation: St Vigor and St John Church School

KEY CRITERIA ESSENTIAL DESIRABLE

Qualifications and Experience

Experience of working in an office environment.

NVQ level 3/BTEC Diploma or equivalent in an administration

Knowledge of administration within a school environment

Knowledge of school administration and finance practices

Experience of working in an administration role within a school

Knowledge of HR, payroll and recruitment processes.

Safer recruitment training Experience of managing other staff

Knowledge Knowledge of and ability to use

Microsoft Office Systems Knowledge and ability to use

accounting and budgeting systems

Experience of dealing with a varied workload

Ability to deal with and resolve questions and queries of staff, pupils and parents

Knowledge of school administration and finance practices

Knowledge and ability to use accounting and budgeting systems

Skills and Abilities

Excellent written and verbal skills

Good interpersonal skills, ability to communicate to a wide-ranging audience

Good organisation, prioritisation and time management skills

Ability to use own initiative Good numeracy and literacy

skills Attention to detail with an eye

for accuracy Good IT skills, Ability to work within a team

Able to use Microsoft Excel and word (or equivalent) to an intermediate level

Work-related Personal Requirements

Patience Flexibility Commitment to providing

excellent administration practices

An understanding and/or first-hand experience of the Church of England, its ethos, ability and structure.

Commitment to the wider mission of the Church

I agree that I have read the job description which is a fair and accurate statement of the requirement of the position:   Job Holder:  ………………………………………………………….     Date: …………………   Line Manager: ………………………………………………………      Date: …………………