School Office & Admin Leader

Marchant Recruitment; Plymouth; On-site; GBP 30,000 - 38,000; Full time

Job summary

Renowned School Portsmouth is seeking an experienced Office Manager to lead the day-to-day school office operations, ensuring efficient administration and a welcoming frontline service for pupils, parents, staff and visitors.

The role involves line-managing administrative staff, coordinating admissions and pupil records, supporting HR and finance administration, and ensuring GDPR compliance within a busy school environment.

Qualifications

• Excellent organisational and administrative skills.
• Strong leadership and people management abilities.
• Excellent communication and interpersonal skills.
• Ability to prioritise workload and manage competing deadlines.
• High level of accuracy and attention to detail.
• Strong IT skills, including Microsoft Office and school MIS systems.

Responsibilities

• Lead the day-to-day running of the school office, ensuring efficient administrative support across the school.
• Line manage and support administrative staff, allocating workloads and promoting high standards of customer service.
• Develop, review and maintain effective office procedures and administrative systems.
• Manage the school's reception, ensuring a professional and welcoming service for pupils, parents, staff and visitors.
• Coordinate incoming enquiries, correspondence and communications.
• Oversee school diaries, meeting arrangements and administrative support for senior leaders.
• Ensure confidential records are maintained accurately and securely.
• Oversee admissions, pupil enrolment and leavers processes.
• Maintain accurate pupil records using the school's MIS.
• Monitor attendance administration and support attendance procedures.
• Produce statutory returns and reports as required.
• Ensure compliance with GDPR and data protection legislation.
• Support recruitment processes, including advertising vacancies, arranging interviews and completing safer recruitment administration.
• Maintain accurate personnel records and support onboarding for new staff.
• Monitor staff absence and maintain appropriate records.
• Assist with payroll administration and contractual documentation.
• Support compliance with safeguarding and single central record requirements.
• Process purchase orders, invoices and budget monitoring as required.
• Liaise with suppliers and contractors regarding school services and procurement.
• Monitor office supplies and ensure adequate stock levels.
• Support the School Business Manager with financial administration and reporting.
• Ensure value for money through effective procurement procedures.
• Act as the first point of contact for parents, visitors and external agencies.
• Maintain effective communication between staff, parents and the wider school community.
• Support the organisation of parents' evenings, school events, governors' meetings and open events.
• Prepare letters, reports, newsletters and school communications.
• Promote a positive and professional image of the school at all times.
• Ensure compliance with school policies, safeguarding procedures and statutory requirements.
• Support health and safety administration, including record keeping and compliance monitoring.
• Maintain administrative records required for inspections and audits.
• Coordinate contractors, visitor management and site access procedures.
• Assist with emergency planning and business continuity arrangements.
• Maintain accurate electronic and paper-based filing systems.
• Produce reports using school management systems and Microsoft Office applications.
• Monitor administrative KPIs and identify opportunities for service improvement.
• Support census returns and statutory data submissions.
• Ensure all records are maintained in accordance with school policies.
• Attend staff meetings, INSET days and relevant training.
• Support school events, open evenings and whole-school activities.
• Contribute to continuous improvement of administrative systems and procedures.
• Provide administrative support for governors and senior leadership when required.
• Undertake additional duties appropriate to the role as directed by the Headteacher or School Business Manager.
• The duties outlined above reflect the current requirements of the role and may be reviewed through the performance management process.

Skills

Organisational skills

Leadership

People management

Communication

IT skills

GDPR awareness

Tools

Microsoft Office

MIS systems

Job description

Renowned School Portsmouth is seeking an experienced Office Manager to lead the day-to-day school office operations, ensuring efficient administration and a welcoming frontline service for pupils, parents, staff and visitors.

The role involves line-managing administrative staff, coordinating admissions and pupil records, supporting HR and finance administration, and ensuring GDPR compliance within a busy school environment.