Office Manager

Location: Ark Atwood Primary Academy
Start Date: Mid July 2020
Salary: £29,271 - £38,403 (Depending on experience)
Hours: Full time
Deadline: 11am 18th June 2020

Ark Atwood is passionate about life-changing teaching and instilling an eagerness to learn within our pupils. The success of our staff has led to a rating of outstanding by Ofsted, just two years after opening.
     
As Office Manager, you will play a key role in ensuring the administrative functions of the Academy run efficiently and effectively. You will Line Manage administrative staff and supervise systems and processes. You will also have responsibility for Finance and HR. You will provide the delivery of a proactive, effective and efficient day to day Finance and HR service for the academy, undertaking duties across a range of activities. You will also provide support to academies across the Region’s network when required.

Our leadership team is approachable, friendly and always available to help.  We have fostered a supportive and collaborative infrastructure that will ensure your career progression is nurtured every step of the way.    As a member of staff at Ark Atwood, you will be part of Ark, an international charity and one of the UK's most successful multi-academy trusts.

For an informal, confidential discussion, please contact the Headteacher, James Evelyn on 0207 266 7070 or j.evelyn@arkatwoodprimary.org    

The deadline for applications is 11am, Friday 18th June. Applications will be reviewed on an ongoing basis so early applications are encouraged. 

Job Description: Office Manager  

The Role As Office Manager, you will play a key role in ensuring the administrative functions of the Academy run efficiently and effectively. You will Line Manage administrative staff and supervise systems and processes. You will also have responsibility for Finance and HR. You will provide the delivery of a proactive, effective and efficient day to day Finance and HR service for the academy, undertaking duties across a range of activities. You will also provide support to academies across the Region’s network when required.  

Key Responsibilities
Management & Administration
 ·         Ensure that a full range of excellent administrative support service is delivered across the school
 ·         Take a lead role in planning, developing and monitoring operational systems, procedures and policies
 ·         Line manage a team of administrative staff to ensure an effective and efficient support service and that roles and responsibilities are clearly articulated with colleagues line managed effectively
 ·         Oversee the pupil admissions process, including but not limited to; maintaining relevant databases, providing timely reports, supporting pupil induction and completing the Pupil Census   School Operations
·         Manage the health, safety and welfare of staff and other people on school premises as directed by the Principal ·         Be responsible for first aid cover and training, maintaining records and supplies
·         Take responsibility for the school’s social media presence, liaising with website managers, to ensure and maintain the excellent appearance and accurate/up-to-date content of the school website  

HR Systems, Data and People Management
·         To lead on the day to day HR service provision, working collaboratively with the academy’s People Business Partner and Centralised People support service
·         To manage the HR Information System and payroll information to ensure that electronic employee records are accurate and up to date and which meets Ofsted standards. This will include responsibility for data entry, regular and ad hoc reporting, and an annual data cleansing exercise
·         To maintain an accurate and up-to-date Single Central Register (SCR) in accordance with the Keeping Children Safe in Education Regulations and Ofsted
·         Provide first point of contact support on all Ark HR policies, processes and system queries
·         Produce a range of HR letters and correspondence (e.g. variation to contract letters, maternity, holiday entitlement) from standard templates Supporting with Disciplinary, Grievance, Capability and Appeal processes, including organising meetings, preparing packs for attendees, note taking and outcome letters
·         To monitor and process fixed term contracts, staff changes and staff leaving documentation and arrange exit interviews
·         Support managers in robustly managing and supporting employees in line with the Ark Network HR Policies, including liaising Occupational Health, Trade Unions and other outside agencies, seeking guidance from Arks Central HR advisory service as appropriate
·         Co-ordinate the annual Appraisal process, ensuring that managers complete meetings and associated appraisal records effectively and timely
·         Co-ordinate the staff induction process and ensure the probation process is managed effectively
·         Complete and submit pension returns for both teaching and non-teaching staff   Recruitment and Selection ·         Co-ordinate the full recruitment processes across the academy, including; vacancy request approvals, effective utilisation of the Ark Recruitment System, candidate screening, interview scheduling/preparation and hiring outcome processes
·         Process staff appointment documentation for successful candidates, including offer letters, contracts of employment and all pre-employment and safeguarding checks and induction details  

Finance
 ·         To take responsibility for the processing of financial transactions within the academy, including purchase orders, invoicing, credit card reconciliation and BACS payments
·         To maintain finance filing systems, ensuring that records are suitable for audit purposes
·         To accurately administrate and manage the school resources ordering system
·         To ensure procurement best practice is adhered to
·         Work to achieve the most competitive pricing for goods and services in compliance with current and relevant procurement legislation.
·         Work with other finance staff within the regional team to share best practice
·         Liaise with colleagues and external contacts at all levels of seniority with confidence, tact and diplomacy ·         Provide general clerical and administrative support for the school e.g. photocopying, filing, emailing, completion of standard forms, respond to routine correspondence, letters to parents, etc
·         Maintain manual and computerised records and management information systems, producing accurate lists or data as required by colleagues or compliance bodies
·         Maintain stationery and photocopier paper supplies, manage stock cupboard and distribute as required Other ·         Actively promote the safety and welfare of our children and young people
·         Ensure compliance with Arks data protection rules and procedures
·         Liaise with colleagues and external contacts at all levels of seniority with confidence, tact and diplomacy
·         Work with Ark Central and other academies in the Ark network, to establish good practice throughout the network, offering support where required  

This job description is not an exhaustive list and you will be expected to carry out any other reasonable tasks as directed by your line manager.