Office Manager / PA to Headteacher
Key Responsibilities:
Organisation
Ensure the smooth and effective running of the school office and all administrative and communicative systemsContribute towards the planning, development and organisation of support service systems, procedures and policies
Assist in the organisation of school trips, parents' evenings and other meetings/events
Ensure all staff create a professional and welcoming reception for visitors and parents
Leadership
Line manage all administrative staff, including reviewing performance and carrying out appraisalsTrain and develop administrative staff as appropriate
Ensure the office team delivers and meets the needs of the school
Take decisions in line with the school's vision and values
Administration
Manage manual and computerised record/information systemsAnalyse and evaluate data/information and produce reports as required
Provide support to staff and the governing board
Oversee and organise admissions procedures, maintain waiting lists
Carry out filing, printing, photocopying and manage the school's email inbox
Resource Management
Order, monitor and manage stock, ensuring best valueOversee and operate relevant equipment and IT packages
Provide advice and guidance on administration systems and events
Assist with procurement, sponsorship/funding and marketing
Compliance
Manage the administration of recruitment, including advertising, documentation, checks and the Single Central RecordKeep records in accordance with data protection law
Support the data protection officer with ensuring compliance
The office manager will be required to safeguard and promote the welfare of children, and follow school policies and the staff code of conduct. This list is not comprehensive - the postholder may be required to carry out other appropriate duties as directed by the headteacher.
Provide high-quality administrative and organisational support to the Headteacher, enabling them to focus on strategic leadership and school improvement. This aspect of the role involves managing the Headteacher's diary, communications, and administrative tasks to ensure the efficient and effective running of the school.
Key Responsibilities:
Diary and Calendar Management
Manage the Headteacher's diary, scheduling meetings, appointments, and eventsLiaise with staff, parents, governors, and external partners to coordinate the Headteacher's schedule
Communication and Correspondence
Act as the first point of contact for the Headteacher, handling phone calls, emails, and visitorsCompose and distribute correspondence on behalf of the Headteacher, including letters, emails, and reports
Administrative Support
Assist with the preparation of documents, presentations, and other materials. Oversee the management of school policies and internal staffing cover arrangementsProject and Event Management
Support the Headteacher in the planning and delivery of school events, such as parents' evenings, open days, and staff meetingsContribute to the organisation of special projects and initiatives led by the Headteacher
Other Duties
Undertake any other reasonable tasks as directed by the Headteacher
Person Specification:
Excellent organisational and time management skillsStrong communication and interpersonal skills
Proficient in the use of IT, including Microsoft Office suite
Ability to work under pressure and meet deadlines
Discretion and confidentiality
Proactive and adaptable approach
Commitment to the school's vision and value
Qualifications and Experience:
Minimum of 3 years' experience in a similar administrative or PA role, preferably in an educational settingExcellent written and verbal communication skills
Relevant qualifications in administration, business, or a related field would be desirable