Executive Assistant and Office Manager

The Mercian Trust; Walsall; On-site; GBP 25,000 - 35,000; Full time

Job summary

The Mercian Trust, a forward-thinking and inclusive educational institution, seeks a committed Executive Assistant and Office Manager. This varied role involves providing support to the Headteacher, managing school operations, and ensuring confidentiality in administrative tasks. The successful candidate will be integral to our growing team, enhancing the school's operational efficiencies while promoting a positive work environment.

Benefits

Free breakfast and lunch

Additional Wellbeing Days

Opportunity for extra paid day off

Free access to CPD

Comprehensive health plan

Cycle to work scheme

Qualifications

• Ability to handle confidential information with integrity.
• Experience in administrative support roles desired.
• Proven organizational and time-management skills required.

Responsibilities

• Provide administrative support to the Headteacher and Senior Leadership Team.
• Ensure efficient operation of the Admin Team and oversee school operations.
• Manage HR-related tasks and maintain accurate records.

Skills

Confidentiality

Communication

Organizational Skills

Leadership

Education

Relevant administrative qualifications

Job description

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

The Ladder School is a forward-thinking, inclusive and life-changing Alternative Provision school. We work with children who need a second chance to be a success at school. We are a happy, warm, welcoming school and value the relationships we build every day with our colleagues, the students and their families.

We are looking for an enthusiastic and committed Executive Assistant and Office Manager. We particularly welcome applicants from diverse backgrounds and with protected characteristics. We are looking for the right person to work as part of our amazing team.

What we can offer you :

• A happy workplace within a strong Multi-Academy Trust;
• Strong leadership dedicated to making sure you are the best you can be;
• Free breakfast and free two-course freshly home-cooked lunch every day;
• Additional Wellbeing Days to our calendared INSET Days;
• The opportunity to request an extra paid day off of your choice across the school year as a thank you for being part of our team;
• Your own laptop;
• Free access to sector-leading CPD
• Discounts on everyday purchases via EdenRed;
• A comprehensive free of charge health plan via Simplyhealth;
• A cycle to work scheme via Halfords.

When Ofsted visited in July 2023 we were judged 'Good' in all areas and we are particularly proud of these comments:

"The school ethos of 'high standards, daring to dream, traditional values, success and personalised support' is shared by all."

"Leaders lead with integrity and determination. They are ambitious for all pupils. They do not use pupils' chequered experience of education to excuse low standards. Instead, they demand the best from pupils."

Job Purpose

To provide outstanding operational and executive support to the Headteacher and Senior Leadership Team, handle sensitive information and maintain confidentiality, keeping accurate records. To be committed, enthusiastic and produce high quality work, to ensure efficiencies within the Academy. The Ladder School is small but complex; it is experiencing a period of rapid growth and the appointed member of staff will be integral to this.

Support to the Headteacher & Senior Team

• Provide confidential administrative support to the Headteacher, including diary management, minute taking and handling correspondence; this includes some diary management, confidential note taking, managing complaints and correspondence.
• To attend staff meetings, quality assure/take notes, prepare and distribute minutes/notes as needed.
• Handle parent complaints and escalations.
• Undertake other confidential administration.
• Make and receive telephone calls for the Headteacher as required.
• Manage and quality assure the work and operations of the Reception and Admin Team.
• Be the schools' point of contact with Mercian Central Services.
• Lead the management of the local calendar including meetings rooms.

Confidential HR Administration

• Ensure sickness is accurately reported on SIMS and that return-to-work interviews have taken place where appropriate.
• Ensure that all staff sign in and follow up unknown absences.
• Support in the processing of LOA/PAR forms onto SIMS to ensure cover and payroll is accurate.
• Compiling, scanning and promptly sending any HR related paperwork such as timesheets, salary change letters, MAT B1 forms etc to the central HR and payroll teams.
• Oversee SIMS staff processes.
• Along with appropriate Trust staff, staff management of SIMS (Personnel, Pay-related details Routine, Incremental changes, System Manager).
• Liaise with the central HR team, to provide interview dates and names of shortlisted candidates so HR team can arrange the necessary interviews and be the key point of contact for candidates when the interviews take place in school.
• Checking of ID forms for new starters / interview candidates in order to ensure accurate and timely DBS and vetting processes.
• Confidential sending of interview notes for candidates and then secure storage should they be required.

Managing School Operations

• Lead and develop the Admin Team Oversight of the administration teams (including Attendance, Reception, Admissions, Exams/Data, Site) ensuring they run smoothly and effectively.
• Liaison with key personnel both on campus and with The Mercian Trust to ensure communication is strong and the campus is well run (e.g. Head of Estates, HR, Finance, Catering, OLC, Digital Hub Manager etc.).
• Be our Educational Visits Coordinator (EVC).
• Co-ordinate and participate in the induction of new staff.
• Support the School Census checking process.
• In collaboration with the Headteacher, implement the Associate Staff Professional Growth system.
• Complete and check website compliance.
• Organise, check and follow up on Policy Schedule as per the Trust/school calendar.
• Along with appropriate Trust staff, oversight of external contracts, cleaning, catering, ICT and grounds maintenance.
• In partnership with appropriate staff, review the Business and Emergency Continuity Plan and refer to Headteacher and Senior Leadership Team.
• Manage Academy Calendar in liaison with the Headteacher and Senior Leadership Team.

Office Manager

• Ensure the Admin Team are well-trained and can perform their duties effectively.
• Work with HR to ensure all DBS and ID documents are evidenced on a new staff members first day and ensure the SCR is updated accurately and in a timely way.
• Support the DSL in ensuring the SCR is updated in relation to agency and contractor staff who are working on site at the school.
• Oversee ordering, purchasing, and credit card transactions, PSF and Budget Monitoring Support.
• Manage internal finance, HR, and payroll tasks and communication with Central Departments.
• Supervise Reception operations to help the Academy run smoothly, being flexible when required across the team, covering duties when necessary.
• Deal with day to day incidents, ensuring parents are contacted and appropriate staff are engaged and informed of the outcome.
• When required, cover Reception; welcoming guests, ensuring they have signed in, and liaising with staff to ensure visitors are met.
• Facilitate the administration of mail-shots that need to go home via student-post, as directed by key leaders.
• Undertake ad-hoc minute taking, data input, mail merge or word processing as required.
• Administer First-Aid.

Safe Working Practices for Adults working with Children - It is the responsibility of each employee to carry out their duties in line with Mercian Trust's ethos and culture of safe working practices for adults working with children, and be sensitive and caring to the needs of the disadvantage, promoting a positive approach to a harmonious working environment. Each employee should act as an exemplar on these issues and must, where appropriate, identify and monitor training for themselves and any employees they are responsible for.

The Academy is committed to safeguarding and promoting the welfare of children. All post holders are subject to a Satisfactory Disclosure & Barring Service Check (DBS) and satisfactory employment references, as well as identification and qualification, prohibition and barred list checks which will be required before commencing duties.