Office Manager

This is a superb permanent role working for an superb organsiation in Worksop.

• Manage the full range of administrative support
• Line manager members of the administration team to ensure effective customer service and administration provision to parents and other colleagues
• Ensure all members of the administration team receive annual appraisals and performance management including assessing CPD for the team
• Devise and maintain effective office administrative systems to deal with any relevant paperwork including organising, storage, document retrieval and other information in both paper and computer based systems
• Attend meetings to take notes and document actions arising.
• Management of any financial procedures as directed by the wider business support teams
• Support and manage the administrative team
• Manage the process for parents undertaking visits ensuring all relevant safeguarding procedures are in place
• Maintain records and be responsible for completion and submission of relevant forms and returns including to outside agencies
• Ensure all visitors are greeted and supported effectively by the administrative team and that all relevant procedures are in place from a safeguarding perspective
• Ensure all the administrative team are compliant with any relevant statutory or processes in relation to pupil or staff data, equality and diversity requirements, health and safety procedures and safeguarding policies
• Work with the Site Manager to ensure effective administrative support for any health and safety processes or contractor management
• Support and help coordinate any events as required
• Maintain an Asset Register
• Be responsible for ordering resources
• Operate and manage resource allocation of IT equipment and other system to ensure these remain fit for purpose with the IT team
• Assist with the marketing and promotion
• Have knowledge of all of the HR policies and follow procedures as outlined in relevant policies.
• Manage the recruitment process writing Adverts, updating Job Descriptions and ensuring all recruitment checks are carried out prior to interview and references are received
• Assist with the shortlisting and support with the interview process as required. Send out offer letters and arrange for contracts to be raised.
• Ensure all pre-employment checks are carried out and personnel files are updated with the correct documentation.
• Ensure all new starters are thoroughly inducted
• Record all DBS checks on a Single Central Record and ensure that it is fully compliant
• Complete Starter and Leaver forms and Variations to Contract letters or forms.
• Inform Payroll of any contract changes and pay increases.
• Monitor Staff Absence on the Management Information System.
• Carry out performance management on line managed staff
• Ensure all pension documentation is completed on time.
• Complete all HR paperwork for example, changes of contracts and salary changes and ensure the HR system is updated daily as required
• Review all overtime, unpaid leave, expenses claims before authorisation by the Director
• Ensure all staff changes are applied within the HR system at the time of change to ensure payroll is accurate
• Check draft and final Payroll reports using Staff Monthly Profile Listing.
• Prepare all documentation for both internal and annual audit processes.
• Work with the procurement team to prepare work specification for tender and to assist with the selection of contractors.
• Work with the Health & Safety Officer to formulate, implement and monitor the Academy's Health and Safety policy.
• Monitor statutory Health and Safety checks, Fire Risk Assessment and update the Business Continuity Plan.
• Line management of Premises staff if required
• Promote the organisation to different audiences and raise the profile within the local community.
• Liaise with local businesses and other schools for fundraising, arranging vocational experience and joint projects.

The successful candidate must have the following:

• Studied to a minimum standard of GCSE (grade A* - C), or equivalent, in English and Maths
• Excellent level of oral and written communication skills
• Good level of use of ICT including Microsoft and other finance management or accountancy systems
• Able to work to tight deadlines, managing and prioritising time effectively
• Self-starter, with and ability to work independently & use own initiative to overcome obstacles
• Good level of understanding of health & safety and site management
• Knowledge of recruitment procedures and basic HR processes
• Proven ability in a similar role
• Experience of managing budgets and budget monitoring
• Experience of managing and developing staff
• Project management experience

This role is office based and is Monday to Friday.

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