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JOB DESCRIPTION

Job Title: School Office Manager/ PA to SLT

Location: Werneth Primary School, Coppice Street, Oldham OL8 4BL

Reporting to: Assistant Principal

Salary: £25,000 FTE

Contract: Full time, Permanent

Prepared date: July 2016

Job Summary

Reporting to the Assistant Principal and working alongside Bright Tribe Trust HR Services (Trust HR) and Bright Tribe Trust Regional Business Manager you will be responsible for supporting Werneth Primary School in providing day-to-day HR and administration support.

The Office Manager/ PA will support admin operations by supervising admin staff, planning, organising and implementing administrative systems. They will provide continuity in leadership, support staff by documenting and communicating actions, irregularities, and continuing needs and ensure systems and processes are followed accurately

This is a generalist role covering a broad range of duties from day-to-day HR administration functions such as planning, organising and implementing admin systems managing financial systems, absence management, recruitment, employee benefits, policies & procedures, all correspondence for staff, parents and pupils, training & development, pupil attendance and statistics and associated documentation as well as supporting Trust HR with employee relations.

The Office Manager will also maintain administrative staff by orienting, and training employees; maintaining a safe and secure work environment; developing personal growth opportunities.

Main duties and key responsibilities

Administration

Responsible for supporting the Principal and SLT with administration and general correspondence.

Organising staff meetings and taking minutes where required.

Maintain the HR personnel filing system, ensuring that all records are kept up-to-date on the HR software Sims/KIHR and on personnel files.

Work closely with the Business Manager to ensure changes to staff records are recorded on payroll and budget.

Provide administration support which includes contracts, letter writing, producing reports, photocopying, workforce census, updating and managing systems, job descriptions, filing, note taking and other administrative tasks as and when required.

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Carry out any other reasonable ad hoc duties and projects in order to support the Academy.

Oversight of accident reporting procedure.

Resourcing

Assist the Education Recruitment Co-ordinator at Head Office with administrative support for recruitment, including writing job specifications/adverts, sourcing advertising options and costs, interview preparation and delivery.

Responsible for the new starter process from preparing offer letters through to induction.

Administer the appropriate references / DBS checks for all new starters / contractors.

Manage and organise supply cover

Employee Relations

Responsible for recording and reporting on staff absence to the Assistant Principal and assisting with the administration of return to work interviews and ensuring these are recorded accurately.

Manage the leaver administration process, assist with exit interviews and update the employee HR database and records accordingly.

Provide administrative support and note taking during employee relations issues.

Administer Occupational Health referrals and seek guidance and support from Trust HR when required

Policies and Procedures

Ensure all policies and procedures are maintained and reviewed and are accessible to all staff within the academy

Maintain HR procedures and templates and ensure these are used throughout Werneth Primary School

As the Health and Safety Coordinator, work closely with the Health & Safety (H&S) Advisor to ensure the Academy is compliant and all documentation is in place for first aid and fire evacuation.

Lead on risk assessments and compliance of educational visits (EVC)

Lead on financial systems such as purchase orders, dinner monies and school trips

Ensure Census is carried out by set deadlines

Safeguarding

To be responsible for promoting and safeguarding the welfare of children and young people within the school, raising any concerns following school protocol/procedures

Responsible for ensuring the Single Central Record is updated in accordance with OFSTED requirements.

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Ensure all visitors, volunteers and personnel visiting the Academy have the appropriate applications and checks in line with DBS/Safeguarding requirements.

Training and Development

Take an active lead in staff training and ensure all training records are kept up-to-date.

Other Duties

To work as a positive team player, demonstrating mutual respect and integrity for others whilst maintaining open and effective communication at all levels within Werneth Primary School.

Perform other duties as assigned

Maintain high standards of professional conduct and personal appearance.

Key Skills / Experience Requirements

Previous experience working within a Senior administration post within a school setting

Awareness of School Standards and Famework

Interest in Human Resource and UK employment law

Excellent IT skills (Word, Excel, PowerPoint, Outlook/calendar, etc.)

Excellent organisation and time management skills, attention to detail and the ability to multi-task

This role will require dedication, a flexible approach and the ability to undertake routine administration tasks

First class people skills; ability to develop good relationships

Resilience and an ability to work within a changing environment

Appreciation and understanding of the need for confidentiality in dealing with all personnel, pupil and training issues

Ability to demonstrate a proactive approach to work and have a ‘can-do’ attitude.

Enjoy and be able to work as part of a small team

Be of a professional and presentable appearance

Full clean driving licence and willingness to travel if required

Disclaimer

The job duties, elements, responsibilities, skills, functions, educational factors and the requirements and conditions listed in this job description are representative only and not exclusive of the tasks that any employee may be required to perform. Bright Tribe Trust reserves the right to revise this job description at any time.

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The Bright Tribe Trust is committed to safeguarding and promoting the welfare of children and young people, and expects all staff and volunteers to share this commitment in every aspect of their work. This post is subject to an

enhanced DBS check.

Bright Tribe Trust is an Equal Opportunities Employer