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Office Manager

Halton Borough Council Schools

8 days left to apply

Apply now

Widnes (On-Site)

Permanent, Full time

Basic DBS check required

£28,909 - £35,061

Monday - Friday: 8:30 - 16:30

The Raise Academy – Office Manager

Location: Halton (Widnes)

Salary: £28,909 - £35,061

Closing date: 8^th November 2024

The Raise Academy is a new school which opened in September 2024, supporting pupils aged 11-16.

The Raise Academy pupils have the opportunity to be engaged in a wide range of vocational and practical subjects giving them new opportunities to progress personally, socially and academically. The curriculum is underpinned by high quality and supportive Maths, English and Science and all lessons will be taught in small classes of up to 8 pupils, with teachers, learning mentors and pastoral/teaching assistants. This is a fantastic opportunity at our new SEMH school in Widnes to shape the school and transform the lives of children and those who look after them.

Your key priorities will be:

To establish and provide a comprehensive and effective administration and office support to the school, being responsible for the day to day running of the school office and site functions.

The postholder will be expected to provide the main point of contact for parents and visitors, 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 and manage systems and procedures for all the administrative needs of the school e.g. letters, e mails out to parents within agreed deadlines, brought forward and filing systems, etc.
To manage and update the school’s calendar, organise and schedule meetings, book courses, arrange travel and book accommodation
To receive and welcome visitors and parents/carers in a professional manner and providing refreshments as required
To receive the school’s incoming telephone calls, respond to queries and provide general information about the school as appropriate. Ensure an appropriate system is in place to efficiently deal with requests/ take messages
To co-ordinate the collection, entry and extraction of data required to complete statutory returns by the timescales set by DFE/EFA
To monitor the use of the school’s stationery and equipment.
To remain conversant with the Head Teacher’s workload on an ongoing basis, whilst actively supporting the Head Teacher in discharging day-to-day school matters and queries. This will involve undertaking roles and tasks (with minimal supervision) that require an in-depth understanding of methods, systems and processes over a range of procedures. Additionally, to undertake drafting of detailed reports, information and related correspondence as required on behalf of the Head Teacher
To provide mentoring support, key training and direct/manage workload of any other administrative staff.
To manage and update on a regular basis relevant content of the school website

Attendance:

Manage school entry system for staff, printing reports as requested by HT/ Governors and identifying any issues which arise
To update the school MIS system with pupil attendance information on a daily basis
To make absence calls, monitor children’s absence and ensure reasons are received for any unknown absences or they are reported to the Headteacher
To establish and maintain a record keeping system to record all late arrivals/ departures of children during the school day
to maintain the attendance of all school staff and enter all absence on the MIS system.

Admissions:

Co-ordinate all areas related to admissions and primary/secondary transfer processes
Ensure the school's admissions system is maintained and kept updated
Ensure all on-going admissions are chased and completed
To develop and supervise the maintenance and accuracy of manual and computerised records including via the school MIS (sometimes initiating and implementing change) and support efficient school management

Financial Management and Accounting:

To source and order goods and services at ‘best value’ and in line with delegated authority. Seek approval where the purchase is in excess of this delegated authority
Enter purchase orders onto the financial information system
Log and record all delivery notes and link them to the approved order in line with the agreed procedure
Manage the process for payment of all original approved purchase invoices
Keep detailed records and logs and manage a system for voluntary contributions from parents – liaise with Trust Director of Business to ensure correct accounting entries are observed
Keep detailed records and logs and manage a system for dinner money payments where appropriate. Liaise with the Catering provider over the number of meals to be provided and manage the collection of any outstanding debt due from parents/carers in line with the debt management policy
Assist, and lead where appropriately, with the implementation and management of the cashless income system including setting up parents, reconcile accounts and payments
To manage approved expenses claims from staff for payment according to the agreed procedure
To support the Trust and Headteacher with bids for funding to secure additional funding for the school
Ensure gas/electricity/water meters are maintained and read at monthly intervals
To assist the Headteacher, Director of Finance and other YES Trust staff with budget monitoring
Ensure community lettings are agreed and invoiced in a timely manner and debts are chased up in line with the Trust’s policy

Maintain and manage the school’s Single Central Record
Manage the personnel function for the school including pre-employment checks for new staff and issuing contracts for employment.
Manage staff absences ensuring all absences are recorded, all certification forms are completed, return to work meetings are conducted and the Headteacher is informed of any staff reaching trigger points.
Provide termly absence return to the Trust
Maintain confidential staff records and ensure that staff records are kept up to date and ready for inspection by Ofsted/Safeguarding.
To assist where appropriate, the monthly payroll update by adding new staff, removing leaving staff, listing contract variations and overtime for authorisation by the Headteacher – working with the Trust HR function
Manage recruitment and administration concerning appraisals, and training of all support staff reporting to this post.
Provide advice to the Headteacher and coordinate advice from Trust HR specialists.

Safeguarding:

Manage and co-ordinate the updating of the single central register on at least a weekly basis.
Manage DSB checks/Barring Lists/ entitlement to work checks
Keep a record of all relevant documents/ CPD certificates etc. and upload onto MIS and SCR where appropriate
Devise and maintain a system/procedure for visitors to the school

Health and Safety:

Be aware of and comply with policies and procedures relating to safeguarding; health and safety; confidentiality; and data protection and report all concerns to an appropriate person.
Make sure school security and health and safety policies are in place and followed
Oversee all Health and Safety and compliance tasks and carry out the duties of a ‘site manager’ - NB, school site is very small and there will not be the expectation for the successful candidate to take on maintenance work. It will mainly be organising contractors and managing paperwork.
Oversee the completion of all risk assessments both premises and HR based
Manage any ‘reasonable adjustments’ under Equality Act 2010 needed for staff or pupils
Complete regular H&S walk and produce a report for H&S meeting
Lead regular H&S meetings with the Headteacher, recording concerns and advise H&S Governor with the minutes of these meeting, ensuring all standards are met
Manage education visit procedures and ensure all relevant insurances are in place

Fire Safety:

Ensure there are clear procedures in place for evacuation – plans, grab boxes, registers etc.
Ensure induction given to all staff, fire wardens trained etc.
Ensure there is a regular fire drills programme in place – record kept of drills and any issues addressed

First Aid:

Order stock needed for first aid treatment
Ensure there is a suitable location for the administration of first aid and keep this are tidy
Ensure there are suitably qualified staff to provide first aid for children
Ensure first aid training requirements are kept up to date

Premises:

To manage the maintenance of the School’s Asset Register
To record the disposal or sale of any equipment in line with the relevant procedure
To manage the loan of any of the school’s assets and ensure the relevant documentation is completed in line with the relevant procedure.
To open and lock up the premises when necessary
To manage bookings and marketing of community lettings

Business Continuity

Ensure the Business Continuity Plan is kept up to date, updating information when necessary
Assist with any exercises designed to test the effectiveness of the Business Continuity Plan

Extended Schools Activities:

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

General:

Promote equality, diversity and inclusion and demonstrate this within the role.
To be jointly responsible for promoting and safeguarding the welfare of pupils
Actively engage in team meetings and contribute to improving teaching and learning for pupils and the School Development Plan
To acknowledge the need for and practice confidentiality, in regard to handling sensitive information pertaining to pupils, staff or school matters/issues.
Demonstrate a commitment to the aims and vision of the YES Trust.
Undertake any other duties commensurate with the post as agreed with the Headteacher

Please complete the Youth Engagement Schools Trust application form via our online Every Portal at the following link

https://candidates.every.education/Vacancies/Details?advertKey=b9fff296-f8de-47fa-8574-dab99422963f

The YES Trust is an equal opportunities employer and is committed to safeguarding and promoting the welfare of children and young people. All applicants must be prepared to undergo an enhanced DBS to confirm their suitability to work with children.

Closing date: Fri 08/11/2024 at 12:00

Job reference: HSch/24/295710

Vacancy downloads:

Flow_Charts_-_Caution_and_Conviction_Nov_2020.pdf

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