School Office Manager

School Office Manager, Bristol Salary: £21,500 – 25,500 per annum, depending on experience Hours: 40 hours per week (52 weeks – this is NOT a term time only role) 8am – 5pm on Mon, Tues, Thurs & Fri and 9.30 – 6.30 on Weds with one hour for lunch The Department The School Office provides administrative, data and secretarial services and support to the School’s staff, both internally and between the School and parents. This includes all usual methods of communication including printed, electronic, face-to-face and by telephone. Much of the School’s recordkeeping is centred on its core pupil database and maintenance of the integrity and accuracy of data is paramount. The School Office also includes the School’s vital Reception function. This is a busy role, where the post-holder will have to think on their feet and use their initiative in a fast moving and demanding environment. THE JOB ROLE To oversee the efficient administration of the daily functions and routines of the School Office and the smooth function of the School database (iSAMS) and related data management routines including overseeing scheduled work. This opportunity requires a proactive, highly organised and committed individual, capable of organising and supervising all of the administrative activities that facilitate the smooth running of the School Office. DUTIES Lead administrator in the School Office/Reception Primary point of contact for parents (and general enquirers) Be proactive with all emails and other communications Provide an efficient and regular secretarial service to members of SLT when needed Stand in for the Head’s Secretary, Head’s Executive Assistant and EA to the Bursary in the event of absence Give general administrative support via effective management of the School Office team Produce high quality documents, upholding the School style, which may include booklets, reports and handbooks Produce letters required by pupils as verification of their status in school Maintain the Fire Box documentation Offer full administrative support of events in conjunction with other team members including Parents’ Meetings, Opportunities Fair etc. Minute any meetings as required, including Governors’ meetings Manage the ordering of stationery Database Administration Manage the procedures for daily registration of pupils and associated checks Run reports from the School’s Management Information Systems as required Work with the Network Services Manager to produce the annual Census (ISC & DfE) Monitor and manage School Office and Reception staff levels to cover for absences and peaks in workload, assisting with early morning, lunchtime, early evening and holiday cover for Reception where needed Line manage staff in the School Office Team, including temporary staff Support staff development, appraisal, CPD and training for School Office staff Be involved in the recruitment of School Office staff and other HR processes (including disciplinary matters) as required Co-operate with the Deputy Heads’ Assistant’s requests for with specific data required for inspections and other such governor or regulatory visits Hold team meetings to manage and co-ordinate the work of the School Office and Reception Team Delegate work to School Office and Reception staff and manage their workload and output Manage holiday requests and ensure adequate cover as required Liaise with the Deputy Heads regarding the preparation and printing of materials for distribution to parents, students and staff Update the School intranet with current information and ensure the whole site is user-friendly Create mail merges and labels for any mailings Ensure that all Reception areas are kept clean and tidy at all times THE SUCCESSFUL CANDIDATE This is an exciting opportunity for an experienced Office Administrator or someone with the right skill set, to work in a school with a friendly and supportive ethos Applicants must have appropriate computer skills and be proficient in all areas Previous school experience is desirable, as is proven experience of managing an effective team as a leader and a role model Although no formal qualifications are required, you will have a good all round education, common sense, and be willing to get involved in all aspects of school/staff life You will pick things up quickly, meet tight deadlines, prioritise and be able to deal with a variety of people i.e. staff, students, parents etc. Demonstrate a good understanding of the operation of a database including report construction, the importance of data integrity and the enforcement of consistent routines for all users. Knowledge and experience of databases and Microsoft Office will be required. You must be articulate and flexible, organised, punctual and efficient in managing workloads and time effectively is vital. You will be personable, of smart appearance and have good social skills You will be the first point of contact for many visitors and staff and will be dealing with a number of confidential issues, so the ability to be resilient and tactful in difficult situations is essential You will be able to exercise absolute discretion and maintain a high level of confidentiality both within and beyond the School You will be an excellent communicator, showing your interpersonal skills by creating and maintaining a friendly and efficient o