Administration Services Manager

Bedford Academy; Greater London; On-site; GBP 24,000 - 34,000; Full time

Benefits offered by this job

Wellbeing day

CPD pathways

Refer a friend scheme

Company pension

Free gym and parking

Eye tests

Job summary

HEART Academies Trust is seeking an experienced Administration and Reception Team Lead for Bedford Academy. You will manage a professional, welcoming front-of-house service for students, parents and staff, while coordinating administrative support across the academy.

The role requires strong organisational and communication skills, plus experience with MS Office and school platforms. Term-time-plus setup with 37-hour weeks and a 30-minute unpaid break daily.

Qualifications

• GCSE in English and Maths is required.
• Excellent customer service skills.
• Excellent organisation skills.
• Experience using Microsoft Office and school-based platforms.
• Experience coordinating events at whole-school level.

Responsibilities

• Lead and manage the administration and reception team to deliver a professional, efficient, and welcoming service to students, staff, parents and visitors.
• Supervise and coordinate the work of administrative and reception staff, ensuring tasks are completed accurately and on time.
• Plan and prioritise workloads; keep teams informed of upcoming projects and deadlines.
• Liaise with Academy staff to coordinate administrative support requirements and establish work priorities.
• Identify staff development needs and arrange appropriate training in consultation with leadership.
• Manage departmental budgets and resources effectively.
• Review staffing structures, capacity and skills regularly to ensure service effectiveness.
• Oversee induction and onboarding of new administrative staff.
• Ensure the administration team maintains qualified first aid cover.
• Manage central stationery ordering in line with budgets and sustainability goals.

Skills

Leadership

Customer service

Organisation

Communication

Education

GCSE English & Maths

Tools

Microsoft Office

Job description

About HEART Academies Trust

HEART Academies Trust formed in 2017 and currently consists of one secondary school, Bedford Academy and five partner primary schools, Cauldwell School, Goldington Green Academy, Shackleton Primary, Shortstown Primary and Wilstead Primary.

We are a non-profit making charitable company sponsored by the Harpur Trust, one of the largest charities in the UK. With a proven track-record in education through their ownership and management of four Harpur Trust private schools in Bedford and as a sponsor of Bedford Academy since its creation in 2010, they are the perfect partner to support HEART Academies Trust as we grow.

HEART Academies Trust supports continuity of education within the community. Adopting a ‘stronger together’ approach and a commitment to positive collaboration enables each academy within the Trust to celebrate what they already do well whilst providing opportunities to ensure continued development and improvement across all academies within the Trust.

What We Offer

As part of HEART Academies Trust, staff are valued and supported, allowing them to contribute fully to the wider school community. Our commitment to staff development and wellbeing is paramount.

• Paid wellbeing day per year.
  
• CPD pathways, career progression, secondment and shadowing opportunities.
• £200 Refer a friend scheme, tech scheme and cycle to work scheme.
• Comprehensive employee assist programme.
• Generous pension and a competitive salary.
• Free gym, shower and parking facilities.
• Free tea, coffee, breakfast and eye tests.
• An open and collaborative working environment with an inclusive workplace
• Regular training and development programmes and celebration of staff success.
• An excellent in-house catering provision.
• A commitment to environmental sustainability.

Main Duties Include

• Lead and manage the Administration and Reception Team to deliver a professional, efficient, and welcoming service to students, staff, parents, and visitors.
• Supervise and coordinate the work of administrative and reception staff, ensuring tasks are completed accurately, efficiently, and within agreed timescales.
• Plan and prioritise workloads, ensuring team members are informed of upcoming projects and deadlines.
• Liaise with Academy staff to coordinate administrative support requirements and establish work priorities.
• Identify staff development needs and facilitate appropriate training, either internally or through external providers in consultation with the Deputy Headteacher.
• Manage departmental budgets and resources effectively.
• Regularly review staffing structures, capacity, and skills to ensure service effectiveness.
• Oversee the induction and onboarding of new administrative staff.
• Monitor the induction of any new member of staff to the administration team.
• Ensure the administration team maintains at least one qualified First Aider at all times.
• Manage central stationery ordering for all of Bedford Academy in line with budgets and climate sustainability.

Who You Are

• Qualifications at least to GCSE in English and Maths.
• Excellent customer service skills.
• Excellent organisation skills.
• Experience in using Microsoft Office and school-based platforms, internet and email and the ability to quickly learn new systems.
• Experience in communicating with external parties via telephone, email and face to face.
• Experience with operating telephone/communication systems.
• Experience leading whole school events
• Friendly and professional telephone manner.
• Strong leadership and line management experience

Role Details

Term time plus 2 weeks: 37 hours per week

Working pattern to be agreed at interview

30 minutes unpaid break daily