JOB DESCRIPTION OFFICE MANAGER (PERMANENT) REPORTING STRUCTURE The postholder will report to the Bursar. LOCATION St Marys Grammar School, Magherafelt. HOURS 36 hours per week, 52 weeks per year 8.30am 4.30pm Monday Thursday (45 minutes lunch) 8.30am 4.15pm Friday SALARY NJC Point Range: 23 to 26, £33,366 - £36,124 NILGOSC Pension Scheme applies (employer contributes 19%). HOLIDAY ENTITLEMENT 24 days per annum, increasing to 31 days after 5 years service statutory holidays. RESPONSIBLE FOR The Office Manager will be responsible for: The management and supervision of office staff. The administrative infrastructure The management of information and information systems administrative, curriculum and personnel Administrative systems, procedures and policies The delivery of timely administrative services and functions to: the Principal, the governing body, the staff of the school and other agencies and stakeholders The quality of customer service. ROLE SUMMARY To ensure that effective and efficient administration supports the strategic aims and day-to-day operation of the school. MAIN DUTIES AND RESPONSIBILITIES 1. To manage (including performance management), support and provide day-to-day supervision of other admin staff. 2. To arrange and / or perform training sessions on software systems used within the department. 3. To be responsible for, manage and develop the administrative infrastructure of the school, which includes machinery and equipment, telecoms, ICT, materials, resources, consumables. 4. To implement and maintain new systems to ensure a smooth running of the department. 5. To make sure the department delivers an effective and efficient customer service. To quality control all work produced from the department. To ensure there is clear communication between the office and other departments. 6. To assist with resolving enquiries, problems and complaints from various sources including but not exclusively parents, the Local Authority and outside agencies. 7. To make sure the school maintains and develops accurate and up-to-date databases and information systems to retrieve, enter, extract and output relevant information. 8. To ensure the maintenance of the Information Management System database and for the pupil information and personnel information. 9. To provide administrative support within Information Management System with relation to each new Academic Year and the timetables for pupils and staff. 10. To manage, co-ordinate and develop administration and organisational services that meet the needs of the school and its staff. Such services may be in the functional areas of: Curriculum support. Administrative and secretarial support to school management. To design, create and print out complex documents using a computer. To design, create, produce and print out presentations, learning materials, newsletters and so forth for the use of the school. To manage and/or assist with the organisation and arrangement of events which may include (but not exclusively) open days, entrance assessment days, training courses, school musicals, school assemblies, festivals and concerts including the arrangement of venues, the organisation and provision of resources, arranging attendance, setting up online booking/payment systems, and co-ordination of the contributions of other school staff. To use computerised information management systems and/or paper based filing systems to enter, record and retrieve data, supply information in response to requests and make reports and returns required by a variety of difference sources. To use the appropriate software to retrieve and enter data, create and update files and produce and output digital information. To find, locate, select, analyse and prepare information to support school accountability and decision making. To help, support and supervise other school staff in the use, organisation, application and maintenance of the school administration and computerised systems and deliver on-the-job training and development where appropriate. To work in accordance with the values, culture, ethos, equalities and inclusion policies of the school proactively promotion anti-discriminatory behaviours in the day-to-day operation of the job. To take appropriate action to manage, monitor and maintain a healthy, safe, secure, efficient and effective working environment. To complete school based induction and any subsequent training, which may improve and develop performance. To take part in the school performance management system. ADDITIONAL DUTIES Comply with policies and procedures relating to child protection, equal opportunities, health and safety, confidentiality and data protection, freedom of information and report all concerns to the appropriate person. Engage in relevant continuous professional development opportunities and performance management/review arrangements. This job description details responsibilities but is not prescriptive and does not direct any particular priorities or amount of time to be spent carrying out the duties. It is not necessarily a comprehensive definition of the post, and the post holder may be required to undertake other duties and responsibilities commensurate with the grade and scope of the post. This job description may be subject to amendment, to meet the changing needs of the school, following appropriate consultation. Line management responsibility, including appraisal, individual and departmental goal setting. Offer support to staff through a variety of situations, to maintain confidentiality and be diplomatic with handling of situations. To wear the official uniform and present and professional demeanour at all times. Review arrangements The details contained in this job description reflect the content of the job at the date it was prepared. However, it is inevitable that, over time, the nature of the jobs may change. Existing duties may no longer be required and other duties may be gained without changing the general nature of the post or the level of responsibility entailed. Consequently, the school will expect to revise the job description from time to time and will consult with the post holder at the appropriate time.