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Job DescriptionOffice Manager and Personal Assistant to the HeadteacherLine Manager:Finance and Premises OfficerSalary Range: SO2, ?30,451 - ?32,234, plus ?1,925 London Weighting Hours: 36 hours per week Term Time plus 3 weeks (42 weeks).Purpose of role:To support the Head in the smooth day-to-day running of a busy primary school, both in secretarial duties and in compliance with Safeguarding and Health and Safety. To ensure the Head’s responsibility and reporting requirements to the Local Authority and to Governors are enacted in a timely manner. To oversee the running of the school administration office in its service provision to a professional standard, ensuring that this is reflected both internally and externally at all times. To support the Headteacher and Premises officer to ensure that is the school is compliant in all health and Safety duties.Principal AccountabilitiesUtilising excellent organisation skills, support the Head with all school aspects, running of the diary and ensuring professional written communication to parents, governors, staff, etc.Personal AssistantView the Head's email, diary and post and/or screen phone calls. Prepare correspondence, or vet any prepared correspondence, to be issued from the Head's office. Diary management: make the Head available to staff, parents and children but also protected by directing queries to other available staff, to allow strategic work to be carried out. In partnership with Finance and Premises manager update the website and social media platforms to advertise and promote the school.Work with the Head to ensure that this more strategic time is put to good curricula use or for school best practices and forward planning is part of the weekly/daily review.Prepare, attend and minute take where needed.Prepare all documents to be sent to the Clerk for all Governors' meetings, or load such information onto the Website Portal.Liaise with School Governors on variety of matters, plus hold and keep updated all Governors' files. Office ManagerManage the Administration function and organise the staff within the school office, direct any changes necessary, monitor performance and conduct performance management reviews.Reinforce that Reception is the first port of call for all visitors in person or on the phone and they should receive a professional, pleasant and helpful welcome at all times.Have weekly forward planning meetings with all admin staff, to co-ordinate and plan for forthcoming events, such as Achievement Awards, International Day, selling of books, etc. Ensure that the Administration staff carry out their individual duties as itemised in their job descriptions, but also outside such duties if the necessity requires it.Oversee or co-ordinate any requests for the Admin staff to help outside their normal daily or weekly remit, even if noted in their Job Description, ie ensure all such requests are noted as forward planned requirements, unless an emergency. Review all Administration functions on (at least) an annual basis to determine if there could be a more efficient or cost effective way of management. Streamline any practice of duplication or to maximise or improve administrationThe Administration office will be responsible for the overall ordering of school goods, stationery, staff room comestibles to ensure these are always available and refreshments are delivered for all Governors', Parents and external meetings. Implement a procedure to ensure this system is available with ease of use and complies with financial procedures.Within the Admin office, maintain a list of all school procedures and policies and their review date. Ensure that this review is carried out prior to this date and that they are presented for approval by the Head and/or Governor's appropriately.Establish a strategic overview of curricula resources, for maintenance of stock, ensuring a full complement is in place at the start of September term.Health & Safety and PremisesTo support the Premises Officer to maintain and regularly review strategies and procedures including: Effective planning, organisation, control, monitoring and review of protective and preventative H&S measuresFire safety risk assessments and building auditsFire safety systems and maintenanceFire Marshall and staff trainingFire evacuation drills each termBuilding design, alterations and commissioning?Manage the Premises Officer and ensure all duties are conducted within the guidelines of the school's Health & Safety policy and fire procedures.Constantly review the operation of the Premises department for good conduct and value for money and carry out appraisal process for all Premises staff.Annually review and update all required H&S school policies and report to Governors.Conditions of Employment?The above responsibilities are subject to the general duties and responsibilities contained in the written statement of conditions of employment ?The post holder is required to support and encourage the school’s ethos and its objectives, policies and procedures as agreed by the governing body?To uphold the school’s policy in respect of child protection matters?Will be subject to the National Agreement on Pay and Conditions of Service, supplemented by local conditions as appropriate and all relevant statutory and institutional requirements?The post holder may be required to perform any other reasonable tasks after consultation.See website brentfield.brent.sch.uk/about-us/vacancies for an application form and return it to HR@brentfield.brent.sch.uk. Person SpecificationOffice Manager and Personal Assistant to the Headteacherplease noteThe method of assessment for each criterion is shown in the right hand columns. The shortlisting criteria are indicated by asterisk in the application form column. Shortlisting for interview will be based solely on whether the candidate indicates on their application form that they meet these Shortlisting Criteria. All mandatory criteria are underlined. The successful candidate must satisfy all of the mandatory criteria, and will normally meet all or most of the other appointment criteria. All candidates must satisfy the Equal Opportunities and Customer Care criteria which are mandatory.method of assessmentapplicationforminterviewtest1.abilitiesAbility to interpret statute and advice, and to devise policies, procedures and practices in the light of these.**Ability to manage a busy office team effectively.*Ability to persuade, motivate, negotiate and influence.*Ability to build and form working relationships with pupils, parents/carers and colleagues, to work flexibly across operational boundaries, and to work as a member of a team.**Ability to prioritise work schedules and work well under pressure*A desire to promote the wellbeing of the school and its surrounding community.*2.skills (a) Excellent written and spoken English and ability to compose correspondence and reports**(b) Excellent Microsoft Office **(c) Both methodical and attentive to detail where necessary, but with the confidence to direct and delegate tasks to others.***(d) Be an innovative thinker and problem**Experience of diary management* Professionally presented, with a discreet and tactful manner and the ability to handle challenging persons or conversations where necessary.*Be flexible and resilient**3.knowledgeFull working knowledge of relevant policies, procedures and codes of practice, and legislation.* Good understanding of Health and safety legislation*4.education and professionalqualifications essential to the postGeneral Office Skills Diploma or Business Administration Certificate, Pitmans, OCR, or equivalent is desirable*Maths and English GSCE or equivalent **5.experienceA minimum of one years’ experience of working in a busy office environment *6.equal opportunities relevant to the post (mandatory) Understanding and commitment to the Council’s Equal Opportunities policy.**7.customer care relevant to the post (mandatory) ................
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