Langdon Primary School – Job Description



Langdon Primary School – Job Description for Office Manager

Position: Manager of School Office

Reports to: Head Teacher

Job Purpose:

To ensure the efficient organisation and management of the school office in order to support the Head Teacher, Governing Body, staff and pupils.

To provide effective administrative and financial management for the school.

To promote the school in a positive and professional manner at all times to staff, pupils and visitors.

To carry out the professional duties in accordance with school policies and under the direction of the Head Teacher.

Professional Duties and Responsibilities:

Administration:

• Accurately maintain pupil and staff records including manually and those on the School’s Information Management System (SIMS) database.

• Collate and monitor applications for admissions, including new intakes of pupils; providing parents with necessary information about the school and ensuring accurate record keeping on entry.

• Ensure that all employment administration is carried out accurately and effectively, including arranging contracts, DBS and vetting checks, absence records and any other necessary procedures relating to employment, in order that there is correct payment of salaries and compliance with employment legislation.

• Monitor staff absence and take action to minimise disruption to teaching including arranging supply cover for staff absences and insurance claims as necessary.

• Undertake the full range of clerical and secretarial duties for the Head Teacher and staff including maintenance of the diary, filing, dealing with face to face or telephone contacts, opening and distribution of internal or external mail and the production of well presented and accurate correspondence, reports and other documentation.

• Effectively organise the provision of school meals to the school, including all aspects of free school meals arrangements.

• Maintain and update key information on the school web-site.

Finance:

• Ensure effective management of the overall school budget is maintained and that the school stays within budgetary constraints.

• Maintain and monitor the school budget using the SIMS Finance programme, providing relevant information to the head teacher and governing body on a regular basis in order that they are kept up to date on the school’s financial position for planning and decision making purposes.

• Ensure that all financial returns to the Local Authority are completed and returned to Schools Finance by set deadlines.

• Manage the school cheque book/bank account, maintaining all records, including banking, reconciliation and preparation of accounts for audit, ensuring that school and local authority financial procedures are followed.

• Ensure that all orders and invoices are processed promptly and in accordance with school and local authority guidance and ensure stock is appropriately distributed after delivery.

• Undertake the collection, recording and prompt banking of all monies related to school matters in order to comply with financial regulations for schools.

• Complete personnel and payroll documentation efficiently in order to ensure that staff contracts are correct and that staff are paid accurately and on time.

• Audit resource levels and order stock as appropriate, liaising with suppliers directly in order to obtain competitive prices and ensuring best value for money.

• Negotiate the purchase of and arrange services for the maintenance of the grounds and buildings in order to ensure best value for money and least disruption to learning during the school day.

• Agree and arrange lettings ensuring their suitability and that the schools and local authority’s financial procedures are adhered to.

General:

• Act as first point of contact for all visitors, promoting a positive and welcoming image of the school.

• Assess concerns, queries and complaints in order to ensure that these are effectively and sensitively managed according to school procedure and policy.

• Ensure that the health and well-being of pupils is managed appropriately through the administration and recording of first aid, medicines, support or TLC as necessary.

• Maintain confidentiality with regard to school life and employment matters.

• Such other reasonable duties as the head teacher or governors may from time to time require.

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified.

Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description.

This job description may be amended at any time following discussion between the head teacher and member of staff, and will be reviewed annually.

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