Office Manager

St Gregory's Catholic School; Sevenoaks; On-site; GBP 29,000 - 32,000; Full time

Job summary

St Gregory's Catholic School in Sevenoaks seeks an experienced school administration lead to manage reception, student records, and safeguarding processes. You will develop efficient admin practices, oversee the SCR, and coordinate CPD for the office team while supporting attendance and communications with parents.

You will supervise line-managed staff, maintain calendar accuracy, and ensure data protection compliance across all school admin duties.

Qualifications

• Experience in a school or educational setting supporting administration and reception.
• Knowledge of safeguarding procedures and CPD training coordination.
• Familiarity with Arbor or similar student information systems.

Responsibilities

• Manage office administration and reception functions.
• Maintain student records and archive files securely.
• Arrange staff absence cover and liaise with supply staff.
• Oversee SCR entries and safeguarding for visitors/contractors.
• Coordinate CPD/training for administrative staff.
• Prepare letters and parental communications via Arbor.
• Organise visitor management, school photographers and on-site trainings.
• Ensure confidentiality, data protection and policy compliance.

Skills

Office administration

Reception

Safeguarding

CPD

Arbor

MS Office

Tools

Arbor

CPOMS

Job description

• Supporting and working closely with the administration team ensuring all areas are working effectively and efficiently.
• To manage the following areas of the school:
• office administration and Reception;
• student records; and
• reprographics.
• To explore and introduce smart ways to improve current practice and arrange training/CPD of administrative staff as appropriate.
• To maintain and oversee Reception safeguarding procedures and the use of school systems/CPOMS for visitors and contractors to the site and to ensure the school is KCSIE compliant.
• To follow the Trust's performance appraisal process to those you line manage.

Duties

• - Adding contractors/supply staff/volunteers and governors onto the Single Central Record (SCR) and maintenance of this in conjunction with HR Manager.
• - To manage cover for absent staff:
• >Your office Team will act as a point of contact with teachers and staff regarding day-to-day cover. Assisting with CPD/Leave Request Forms and inputting all absences requiring cover.
• > Liaise with Supply Bank regarding external supply staff and organising their inductions.
• > Assist in the organisation and allocation of cover for exam periods and activate room changes.
• - To create timetables for Year 5/6 visits, melt down days and other activities.
• - Upkeep of staff and school calendar.
• - To provide regular updates to line manager on each area of administration highlighting areas of development or improvement.
• - To operate relevant Microsoft programmes and other systems used within the school e.g., Arbor
• - Working alongside Attendance Team promoting safeguarding at Reception and the office.
• - All day-to-day parental correspondence distribution via Arbor. Occasional preparation of letters (confirmation of attendance, medical consent information, reports, labels, newsletter articles etc).
• - Arrange for any correspondence to be placed on the website as directed.
• - Maintaining the student record filing system,. Archiving off-rollers appropriately and securely disposing of files that are out of date (ie: anniversary of students' 25th+ birthday with exception of SEN students whose files are kept until 31st+ birthday). Archiving is carried out at the beginning of every academic year.
• - To oversee the administration of emergency evacuations and procedures.
• - To assist with Moving Forward administration and Destination Data.
• - To organise school photographer visiting days and any other training days hosted on site and to meet and greet all visitors to the school in accordance with all safeguarding procedures.
• - Covering reception and administration when required.
• - Any other duties as requested.
• - Communication with Students, Parents, Staff and other stakeholders
• - Promote and maintain good relationships with parents, outside agencies and the local community and ensure members of their team do the same.

Student Guidance and Support:

• Know students in the school as well as possible.

Maintenance of Professional Standards:

• To contribute to the overall ethos/work/aims of the school.
• Keep yourself fully appraised and aware of educational and other appropriate developments whether national or local, and assess their impact on the school.
• Ensure the highest standards of professional conduct and confidentiality at all times and in particular when with other staff of the school.
• Ensure the development and maintenance of a collaborative team culture that that allows all members of the office/support staff team to work efficiently.
• Sets and upholds high expectations for staff within their line management responsibility, supporting continuous improvement and excellence.Reflecting upon and seeking to improve personal practice.
• To comply with policies and procedures relating to safeguarding, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person.
• To participate in training and other CPD as required.
• To visit other schools to share good practice and to search for smarter ways to improve current procedures.
• To attend and participate in regular meetings with their Line Manager to provide updates, discuss developments and share any issues or concerns.
• Such other responsibilities allocated which are appropriate to the post.

Salary: KSF Pro-rated salary £28,863 - £31,606 (£32,140 - 35,035 1 FTE)

Work hours: 37 hours per week, 40 weeks per year (Term-time plus 10 non-pupil days)

Line Manager: School Business Manager Overall Responsibility