Office Manager

Teaching Vacancies; Tunbridge Wells; On-site; GBP 26,000 - 38,000; Full time

Benefits offered by this job

Canteen

Company pension

Job summary

St Gregory's is seeking an experienced Office Manager to lead the school administration and Reception, manage student records, and develop efficient processes. You will work closely with the School Business Manager to ensure safeguarding, data protection and timely communications.

The role is 37 hours per week, 40 weeks per year (term-time plus 10 non-pupil days) with a focus on creating a well-organised, customer‑facing office environment and contributing to a supportive school culture.

Responsibilities

• Support and work closely with the administration team to ensure all areas run effectively and efficiently.
• Manage office administration and reception.
• Oversee student records and safeguarding procedures (CPOMS) and ensure KCSIE compliance.
• Coordinate cover for staff absences and liaise with supply staff and HR.
• Create timetables for visits and activities; manage staff calendar.

Job description

What skills and experience we're looking for

Job Title: Office Manager

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

Line Manager: School Business Manager

Overall Responsibility

• 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
• 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 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 the team do the same.

Student Guidance and Support:

• Know students in the school as well as possible.
• Promote a culture of positive behaviour with students accessing the medical/Reception area.

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.

What the school offers its staff

• Canteen
• Company pension

Closing date for applications: 2 November 2026 at 9am

Interview date: w/c 2 November 2026

Start Date: ASAP

St Gregory's is committed to safeguarding and promoting the welfare of children and this position is subject to satisfactory enhanced disclosure from the Disclosure and Barring Service. We are an equal opportunities employer.