Office Manager

Every; Shrewsbury; Teletrabalho; GBP 25 000 - 36 000; Tempo integral

Resumo da oferta

The Keystone Academy in Shrewsbury is seeking an experienced school administrator to manage day-to-day office operations and support the Head Teacher. You will handle a range of administrative tasks, maintain records, coordinate communications and support safeguarding and HR processes as part of a busy school team.

The role offers full-time, on-site work within a specialist SEMH and neurodivergent education setting, with a commitment to personalised learning and a supportive, collaborative

Responsabilidades

• To manage the school’s administrative systems in line with Trust policy and guidelines.
• To establish and manage systems for all administrative needs of the school (letters, emails to parents within agreed deadlines, filing systems).
• To manage and update the school MIS system with pupil attendance information daily.
• To coordinate admissions and transfer processes and maintain the admissions system.
• To monitor school stationery, equipment and ensure efficient communication with the Head Teacher.

Descrição da oferta de emprego

About us

Weare a specialist school based in Shrewsbury, catering for young people agedbetween 4-16 in the Shropshire area. We opened our doors for the firsttime in September 2022 in a temporary building, and moved into our brand-newpurpose-built school in November 2023.

Ourspecialism in social, emotional and mental health needs and in particularneurodivergence, means our staff team is highly skilled and able to adapt,providing personalised education, support and care for all learners.Taking the time to understand the differences of our learners withneurodivergence, including but not limited to, Autism, ADHD and speech,language and communication difficulties, ensures the support can be trulytailored.

Our Vision

Be Yourself.Be Brilliant.

Preparingchildren for bright and meaningful futures with the courage, confidence,resilience, and skills to flourish in the world.

At TheKeystone Academy, we aim to transform lives by:

• Empowering pupils with SEMH and neurodivergent needs to grow inconfidence, emotional resilience, courage, and determination, throughspecialist support within an inclusive, trauma-informed and nurturingenvironment.
• Placing the child at the centre of every decision and actiontaken.
• Creating a culture of authenticity and celebration, where everyoneis proud to be themselves.
• Building connections and supporting pupils to develop meaningfulrelationships.
• Ensuring learning is exciting, engaging, and purposeful, andpupils develop a lifelong love of learning.
• Understanding pupils’ holistic needs, delivering adaptive andpersonalised learning experiences that engage and inspire.
• Supporting all pupils to achieve their very best outcomes andqualifications.
• Providing a broad, bespoke, and relevant curriculum, including arange of experiences, interventions, and opportunities that develop the skillsfor life that students need for their next steps in education and life.

We believeour approach to education will ensure that all students leave Keystone Academyhappy, well-balanced, life-long learners who are well prepared for their futurebeyond school.

All membersof staff have a commitment and passion to deliver the best possible educationalexperiences, encouraging all students to dream big and empowering them to leadsuccessful and fulfilling lives, in a safe and protected, well-supportedatmosphere. Our aim is to reignite that love for learning that may havebeen lost at some point, through inspirational teaching and provision ofopportunity.

The Keystone Academy willalso provide the opportunity for you as educators and those supportingeducation to make a real difference in an environment that supports yourprofessional development.

I hope you will want to joinour team to help develop our school and create an aspirational environment forour pupils. Please get in touch if you have any questions and I lookforward to hearing from you.

To establish andprovide a comprehensive and effective administration and office support to theschool, being responsible for the day to day running of the school office andsite functions including but not limited to, finance, HR, admin and premises.

The postholder will beexpected to provide support for the main point of contact for parents andvisitors, ensuring communication channels are effective.

Duties and Responsibilities

Administration

• To manage the school’s administrative systems in line with Trust policy and guidelines
• To establish andmanage systems and procedures for all the administrative needs of the schoole.g. letters, e mails out to parents within agreed deadlines, brought forwardand filing systems, etc.
• To manage and updatethe school’s calendar, organise and schedule meetings, book courses, arrangetravel and book accommodation
• To receive and welcomevisitors and parents/carers in a professional manner and providing refreshmentsas required
• To receive theschool’s incoming telephone calls, respond to queries and provide generalinformation about the school as appropriate. Ensure an appropriate systemis in place to efficiently deal with requests/ take messages
• To co-ordinate thecollection, entry and extraction of data required to complete statutory returnsby the timescales set by DFE/EFA
• To monitor the use ofthe school’s stationery and equipment.
• To remain conversantwith the Head Teacher’s workload on an ongoing basis, whilst activelysupporting the Head Teacher in discharging day-to-day school matters andqueries. This will involve undertaking roles and tasks (with minimalsupervision) that require an in-depth understanding of methods, systems andprocesses over a range of procedures. Additionally, to undertake drafting ofdetailed reports, information and related correspondence as required on behalfof the Head Teacher
• To provide mentoringsupport, key training and direct/manage workload of any other administrativestaff.
• To manage and updateon a regular basis relevant content of the school website
• Manage school entrysystem for staff, printing reports as requested by HT/ Governors andidentifying any issues which arise
• To update the schoolMIS system with pupil attendance information on a daily basis
• To make absence calls,monitor children’s absence and ensure reasons are received for any unknownabsences or they are reported to the Headteacher
• To establish andmaintain a record keeping system to record all late arrivals/ departures ofchildren during the school day
• to maintain theattendance records of all school staff and enter all absence on the MIS system.

Admissions

• Co-ordinate all areasrelated to admissions and primary/secondary transfer processes
• Ensure the school'sadmissions system is maintained and kept updated
• Ensure all on-goingadmissions are chased and completed
• To develop andsupervise the maintenance and accuracy of manual and computerised recordsincluding via the school MIS (sometimes initiating and implementing change) andsupport efficient school management

Financial Managementand Accounting

• To source and ordergoods and services at ‘best value’ and in line with delegated authority. Seekapproval where the purchase is in excess of this delegated authority
• Enter purchase ordersonto the financial information system
• Log and record alldelivery notes and link them to the approved order in line with the agreedprocedure
• Manage the process forpayment of all original approved purchase invoices
• Keep detailed recordsand logs and manage a system for voluntary contributions from parents – liaisewith Trust Director of Business to ensure correct accounting entries areobserved
• Keep detailed recordsand logs and manage a system for dinner money payments where appropriate.Liaise with the Catering provider over the number of meals to be provided andmanage the collection of any outstanding debt due from parents/carers in linewith the debt management policy
• Assist, and lead whereappropriately, with the implementation and management of the cashless incomesystem including setting up parents, reconcile accounts and payments
• To manage approvedexpenses claims from staff for payment according to the agreed procedure
• To support the Trustand Headteacher with bids for funding to secure additional funding for theschool
• Ensuregas/electricity/water meters are maintained and read at monthly intervals
• To assist theHeadteacher, Director of Finance and other YES Trust staff with budgetmonitoring
• Ensure communitylettings are agreed and invoiced in a timely manner and debts are chased inline with the Trust’s policy

HR

• Maintain and managethe school’s Single Central Record
• Manage the personnelfunction for the school including pre-employment checks for new staff andissuing contracts for employment.
• Manage staff absencesensuring all absences are recorded, all certification forms are completed,return to work meetings are conducted and the Headteacher is informed of anystaff reaching trigger points.
• Provide termly absencereturn to the Trust
• Maintain confidentialstaff records and ensure that staff records are kept up to date and ready forinspection by Ofsted/Safeguarding.
• To assist whereappropriate, the monthly payroll update by adding new staff, removing leavingstaff, listing contract variations and overtime for authorisation by theHeadteacher – working with the Trust HR function
• Manage recruitment andadministration concerning appraisals, and training of all support staffreporting to this post.
• Provide advice to theHeadteacher and coordinate advice from Trust HR specialists.

Safeguarding

• Manage and co-ordinatethe updating of the single central register on at least a weeklybasis.
• Manage DSBchecks/Barring Lists/ entitlement to work checks
• Keep a record of allrelevant documents/ CPD certificates etc. and upload onto MIS and SCR whereappropriate
• Devise and maintain asystem/procedure for visitors to the school

Health and Safety

• Be aware of and complywith policies and procedures relating to safeguarding; health and safety;confidentiality; and data protection and report all concerns to an appropriateperson.
• Line management of the Site staff and ensure all aspects of H&Sand compliance are adhered to.
• Make sure schoolsecurity and health and safety policies are in place and followed
• Oversee the completionof all risk assessments both premises and HR based
• Manage any ‘reasonableadjustments’ under Equality Act 2010 needed for staff or pupils
• Complete regularH&S walk and produce a report for H&S meeting
• Lead regular H&Smeetings with the Headteacher, recording concerns and advise H&S Governorwith the minutes of these meeting, ensuring all standards are met
• Assist with educationvisit procedures and ensure all relevant insurances are in place
• Ensure there are clearprocedures in place for evacuation – plans, grab boxes, registers etc.
• Ensure induction givento all staff, fire wardens trained etc.
• Ensure there is aregular fire drills programme in place – record kept of drills and any issuesaddressed

First Aid

• Order stock needed forfirst aid treatment
• Ensure there is a suitable location for the administration of first aid and keep this are tidy
• Ensure there aresuitably qualified staff to provide first aid for children
• Ensure first aidtraining requirements are kept up to date
• To manage themaintenance of the School’s Asset Register
• To record the disposalor sale of any equipment in line with the relevant procedure
• To manage the loan ofany of the school’s assets and ensure the relevant documentation is completedin line with the relevant procedure.
• To open and lock upthe premises when necessary
• To manage bookings andmarketing of community lettings

BusinessContinuity

• Ensure the BusinessContinuity Plan is kept up to date, updating information when necessary
• Assist with anyexercises designed to test the effectiveness of the Business ContinuityPlan

Extended SchoolsActivities

• To undertake theduties as specified in the extended school’s procedures.
• To liaise with theTrust over the income collection and recovery of outstanding debts

General

• Promote equality,diversity and inclusion and demonstrate this within the role.
• To be jointlyresponsible for promoting and safeguarding the welfare of pupils
• Actively engage inteam meetings and contribute to improving teaching and learning for pupils andthe School Development Plan
• To acknowledge theneed for and practice confidentiality, in regard to handling sensitiveinformation pertaining to pupils, staff or school matters/issues.
• Demonstrate acommitment to the aims and vision of the YES Trust.
• Undertake any otherduties commensurate with the post as agreed with the Headteacher

—"This is a full year, full time role and thepost holder is entitled to 31 days holiday per year – this annual leave can betaken during term time or during school holiday periods.

The Youth Engagement Schools Trust (YES TRUST) Safer Recruitment Policy Statement.pdf