Office Manager

Southampton City Council; Southampton; On-site; GBP 26,000 - 36,000; Full time

Job summary

Southampton City Council is seeking an organised School Office Manager to lead a busy school office and reception, delivering efficient support to pupils, parents, staff, governors and external stakeholders.

The post reports to the School Business Manager and SLT, in a fast-paced environment, requiring exceptional organisational and communication skills, financial acumen and discretion. Experience with MIS, HR and finance systems is advantageous.

Qualifications

• Experience in school administration or as an office manager in an educational setting.
• Strong communication and organisational skills with attention to detail.
• Discretion, confidentiality and customer-focused approach.

Responsibilities

• Line manage office and reception staff, including induction and performance reviews.
• Set priorities, workflows and ensure coverage and continuity of service.
• Maintain high standards of communication, administration and customer service.
• Oversee office systems, filing, data and information management.

Skills

Office management

Payroll processing

HR administration

Financial systems

Confidentiality

Tools

MIS software

HRIS

Finance software

Job description

Due to an increase in pupil and staff numbers from September, we areseeking a highly organised and detail-oriented School Office Manager to lead a busy and dynamic office/reception environment, ensuring the delivery of efficient, high-quality support to pupils, parents, staff, governors, visitors, and external stakeholders.

Reporting directly to the School Business Manager and Senior LeadershipTeam (SLT), the successful candidate will thrive in a fast-paced, open-planworking environment and demonstrate exceptional organisational andcommunication skills, strong financial and budgeting acumen, and theability to manage competing priorities with professionalism and discretion.

The role includes oversight of a busy school back office area and reception with line management of administrative and reception staff. The ideal candidate will work closely with the HR and Finance Officers to assist with workload, payroll and reporting and oversee and support reception staff. Experience of working within a school environment, together with familiarity with MIS, HR and financial systems, would be advantageous. The ideal candidate will be highly self motivated to work independently with a resilience and solution-focused attitude, with a strong commitment to confidentiality, customer service, and continuous improvement.

KEY RESPONSIBILITIES

1. Team Management and Office Operations

• Line manage, supervise and support office and reception staff, including induction, objective setting, workload management and performance management.
• Set clear priorities and workflows and ensure appropriate cover and continuity of service throughout the year.
• Ensure consistently high standards of communication, administration and customer service.
• Manage and continually improve office systems, procedures, filing, data and information management.
• Oversee front-of-house operations, ensuring parents, pupils, staff, visitors and other stakeholders receive a professional and welcoming service.

2. Operational Support to the School Business Manager

• Translate the SBM’s priorities into effective day-to-day operational delivery across the administration function.
• Implement and maintain systems and processes agreed by the SBM and Senior Leadership Team.
• Identify inefficiencies and recommend and implement improvements.
• Support procurement, contracts, lettings and value for money initiatives.
• Deputise for the SBM on agreed operational matters, when required.
• Assist with risk assessments, DSE and health and safety requirements.
• Support readiness for Ofsted inspection and other compliance checks.

3. HR, Recruitment and Payroll Support

• Support the SBM and HR Officer with recruitment, safer recruitment checks, pre-employment administration and maintenance of the Single Central Record (SCR), as required.
• Assist with absence monitoring, return-to-work processes and absence trigger meetings, ss required.
• Provide administrative support for processing monthly payroll, assist with resolving payroll queries.
• Support the preparation of HR and staffing reports and management information, including absence, recruitment, salary and staffing cost data.

4. Financial and Operational Administration

• Oversee and provide support to the Finance Officer with day-to-day financial administration, particularly during periods of absence or peak workload.
• Support budget monitoring and the effective use of the school’s financial and payment systems.
• Promote best value in purchasing and identify opportunities for efficiencies and cost savings.
• Support payroll reconciliation and processing through the school’s finance and budget systems.
• Ensure relevant financial processes comply with financial regulations and internal controls.
• Oversee administrative and financial processes relating to school trips, lunches, extra-curricular activities and events.

5. Administration, Communications and Events

• Oversee and provide line management to the Administration and Communications Officer overseeing all key administrative systems including communications, trips, clubs and lunches.
• Monitor telephone, email and front office enquiries to ensure a consistently high standard of service.
• Ensure effective systems are in place for the organisation, storage, archive and retrieval of electronic and paper records.
• Support the organisation and administration of school events, where required.