Office Manager

We Manage Jobs(WMJobs); Birmingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading educational institution in Birmingham seeks an experienced Reception and Administration Manager to oversee daily operations and provide comprehensive administrative support. The successful candidate will ensure professional management of the school’s reception, handle admissions, and maintain critical documentation while promoting a safe and efficient environment for students and staff.

Qualifications

• Experience in a school or educational setting preferred.
• Knowledge of child protection and safeguarding procedures.
• Effective verbal and written communication skills.

Responsibilities

• Oversee daily operations of the reception office and manage staff.
• Administer pupil admissions and manage school documentation.
• Maintain accurate records and communication with parents.

Skills

Communication

Organizational Skills

Team Management

Administrative Skills

Tools

Word

PowerPoint

Excel

Job description

Job purpose

To oversee the day-to-day operations of the reception office and staff, ensuring efficient management and professional representation of the school.

To provide effective administrative support to the school's SLT, staff, parents, carers, the public, and other agencies.

DUTIES:

RECEPTION

• Supervise daily operations at the reception desk.
• Manage office staff to ensure efficient completion of duties.
• Maintain a professional front of house, ensuring:

* All visitors are received professionally

* Telephone calls are answered professionally

• Handle enquiries from students, parents, staff, and Governors effectively and professionally via verbal communication and email.
• Organise occasional reception cover for school events.
• Ensure adherence to Child Protection and safeguarding procedures by staff and visitors.
• Assist in preparing for school events, projects, and functions.

ADMINISTRATION AND FINANCIAL MANAGEMENT

• Manage pupil admissions.
• Oversee the school's admin email account and forward relevant emails.
• Maintain and update filing systems and records.
• Ensure timely communication to meet school deadlines.
• Liaise with SLT and staff for efficient processing of information and documentation.
• Manage communication with parents, ensuring proper filing and timely distribution.
• Handle attendance, admissions, and extended leave records.
• Coordinate work experience placements, ensuring safeguarding compliance.
• Complete the school census and liaise with agencies for accuracy.
• Enter staff absence, overtime, and manage payroll submissions.
• Monitor budget expenditure and raise purchase orders.
• Maintain the Single Central Record and update it regularly.
• Process goods received notes, purchase invoices, and track agency staff.
• Ensure the school's inventory system is accurate and up-to-date.
• Record monies paid into the bank and reconcile purchase card invoices.
• Lead on promoting the school via social media and other media outlets.
• Administer school trips and clubs, ensuring records are current.
• Maintain and update the school's website for accuracy and compliance.

OTHER DUTIES

• Manage the school administration facility, including data entry, photocopying, filing, post, refreshments, and reception cover as needed.
• Produce documents, presentations, and databases using Word, PowerPoint, and Excel.
• Maintain the appearance of the front of house.
• Provide administrative support to the Headteacher/Trust as required.
• Evaluate and improve personal practice; participate in the Trust’s Professional Growth programme.
• Ensure the efficient, professional operation of the school.
• Perform other duties, including covering for absent colleagues, as directed by the Headteacher.
• Commit to safeguarding and promoting the welfare of children and young people, following safeguarding policies.