JOB PURPOSE
:
(1)The Office Manager supports the Head of Finance & Corporate Services and is responsible for the outputs from the School Office.This involves general administration, including personnel management and aspects of financial management.
(2)The Office Manager is also the Personnel Assistant for the Principal with all tasks performed in an efficient, effective manner ensuring confidentiality at all times.
(3)The Office Manager should support and encourage the College’s ethos by establishing and maintaining good relationships with all students, parents/carers, Governors, colleagues, suppliers, contractors and other professionals.
(4)The main duties and responsibilities are indicated below. Other duties of an appropriate level and nature may also be required, as directed by the Principal/Head of Finance & Corporate Services.
1. Supervision & Administration
Under the direction of the Head of Finance & Corporate Services:
1.1Supervise the General Office Staff ensuring an efficient administration service (see Appendix 1 for more specific information).
1.2Be responsible for the quantity and quality of the work of the Administrative Team and monitoring the medical room.
1.3Engage with the induction of all new administration staff as required.
1.4Identify training needs and the ongoing professional development for all staff within her/his areas of responsibility.
1.5Undertake appraisals for all staff within her/his areas of responsibility.
1.6Oversee the effective deployment of all staff within her/his areas of responsibility.
2. Personnel Assistant Role
2.1Provide efficient administration and secretarial assistance to the Principal.
2.2Liaise as required with Governors, staff (teaching and support), students and parents/carers on behalf of the Principal.
2.3Open, sort and distribute the Principal’s mail including electronic mail, advise on any urgent matters and respond as required.
2.4Liaise with professional bodies, outside agencies, other schools and organisations etc, and attend to queries as required by the Principal.
2.5Manage the diary and time including booking appointments, acting as the ‘gatekeeper’, receiving visitors, providing preparatory support and making travel arrangements.
2.6Organise meetings, conferences and events (internal and external) on behalf of the Principal, including refreshments and taking minutes as required.
2.7Under the direction of the Principal/ Head of Finance & Corporate Services, provide administrative support to the Board of Governors.
3. Personnel Management
Under the direction of the Principal/Head of Finance & Corporate Services:
3.1Assist with for the recruitment process for teaching and support staff posts on Taleo system and associated paperwork as directed by the Head of Finance & Corporate Services /Principal.
3.2Assist with therecruitment of internal promotion posts and associated paperwork as directed by the Principal.
3.3Assist with correspondence with candidates, organisation of interviews (diary dates, Board of Governors Selection Panel, refreshments, candidate requirements for presentations etc).
3.4Retain a diary of staff absence for the Principal/ Head of Finance & Corporate Services and arrange Return to Work meetings for the Principal.
4. Finance
Under the direction of the Principal/ Head of Finance & Corporate Services:
4.1Develop, maintain and operate systems to ensure teaching staff are on the correct pay scales (PRSD, Teaching Allowances, Variation of Contract etc).
4.2Process the payroll for support staff.
4.3Prepare the DENI monthly teaching return for sign-off to by the Principal.
4.4Assist with operating systems for electronic payment e.g. College Fund via Parent Pay/similar apps and portals.
5. Estate Management
5.1Under the direction of the Principal/Head of Finance & Corporate Services, assist with the secure storage of confidential documentation.
5.2Assist the Head of Finance & Corporate Services in co-ordinating and managing high profile school events for example, charity events, including supervision of staff involved, press releases, invitations etc.
5.3Allocate administrative tasks/duties in preparation for school events, for example, Prize Day, Open Night, Subject Fair etc. Draft correspondence, obtain and update lists of guests, issue invitations.
6. Other Duties
6.1Under the direction of the Principal/Head of Finance & Corporate Services, oversee the administrative aspects of the 14 + Transfer Procedure/Post-16 Transfer to the College of External Students.
6.2Assist the Senior Leadership Team in managing applications/contact with DENI/EA regarding applications in respect of 14 + Transfer Procedure/Post-16 Transfer to the College of External Students so that Governors can consider all applications in line with admissions criteria. Maintain an accurate database.
6.3Assist the Senior Leadership Team/Cover Manager with sourcing, book and maintaining accurate records via the NISTR system.
6.2 Such other duties as may be assigned within the level of the job.
Appendix 1
1.1Oversee and be responsible for the circulation of incoming mail and outgoing post including Governors’ mailings, taking appropriate action as necessary.
1.2Under the direction of the Head of Finance & Corporate Services, oversee the maintaining and updating of information held on school systems including student and staff records, emergency contacts, data required for the completion of returns. Complete and submit returns/records as required to DENI and EA (eg Register of Interests, Governor training, Child Protection).
1.3Process Access NI applications and maintain an up-to-date, accurate record of same.
1.4Maintain accurate records distributing agendas, minutes and other relevant documentation as required.
1.5Co-ordinate the collection, entry and extraction of data required to complete statutory returns, for example FOI requests.
1.6Assist in transferring data safely when database system(s) are introduced and/or changed.
1.7Assist in the setting up and maintaining of archive files and historical data.
1.8Assist the Head of Finance & Corporate Services in the organisation of BoG meetings including preparation of the Agenda, preparation of reports/data, refreshments, diary management for meetings including full board and sub-committee (Finance, Staffing, Selection panels).
Evaluated 16.06.23 (EMcG)