5 days remaining to apply

  • Job start date

    2 September 2024

  • Closing date

    23 June 2024 at 11:59pm

  • Date listed

    7 June 2024


This teaching role is at more than one school in the trust. You can find out more in schools overview.

Job details

Job role

  • Administration, HR, data and finance

Visa sponsorship

Visas cannot be sponsored

Working pattern

Full time: 37 Hours per week

Contract type


Full-time equivalent salary

£29,531 to £31,964

What skills and experience we're looking for

We are looking to recruit an experienced Administration Manager, ideally with substantial administration experience (not necessarily in the education sector) to manage two small administration teams at two of our primary academies located a short distance from each other. The successful candidate will enjoy working with young children despite not being classroom based.

You will have outstanding interpersonal skills as a senior member of the support staff team working across and meeting the administrative needs of two sites. The successful candidate will have the ability to oversee a diverse and demanding workload as well as understand the need for confidentiality and compliance with statutory educational requirements at all times.

Reporting to the Headteachers, you will manage the administration service (including recruitment administration) to meet the needs of all stakeholders.

The trust offers first class, personal development opportunities for all staff as well as providing an excellent induction programme. Training will primarily be “on the job”, there is access to another primary Administration Manager for general support and the postholder will join the Administration Manager’s network to share ideas and best practice.

There is also support and guidance from the Central HR & Payroll team.

What the school offers its staff

Millbridge, A SHARE Primary Academy and Heaton Avenue, A SHARE Primary Academy, are two of eight academies within the well-regarded and high-performing SHARE Multi-Academy Trust. The academies are situated within a close-knit, diverse community, and is in good commuting distance from Leeds, Huddersfield and Wakefield. Both academies offer:

  • A supportive and ambitious environment where all pupils are encouraged to go beyond what they think they can achieve and to enjoy learning, helping them to lead successful, healthy and happy lives
  • A vibrant place to work which equips staff to deliver their best every day, under the strong belief that Valuing People, Supporting Personal Best is the key
  • A commitment that staff are happy, engaged and well supported at work, taking pride in pupils’ attendance, behaviour, progress and development as well as their own
  • Excellent training and guidance relevant to individual job roles, so expectations are understood and staff are motivated
  • Great benefits, as an employer of choice, including outstanding CPD, supportive line management, and meaningful networking opportunities across the trust to aid personal development
  • Supportive leadership, encouraging health work-life balance
  • A high-quality teaching and learning environment, alongside good facilities

  • A culture where children are happy, settled and confident, accessing a broad and balanced curriculum which provides a memorable educational experience for pupils and staff.

Further details about the role

The key outputs in the role are as follows:-

General Admin

  • Manage and lead the academies administration teams including reception area and reprographics, overseeing an efficient, effective and friendly service.
  • Lead in maintaining an accurate Single Central Record in liaison with the HR & Payroll Officer.
  • To undertake appraisals of the administration team, reviewing workload priorities on a regular basis and providing training where required.
  • To ensure all correspondence and communications are produced to the highest standard within appropriate deadlines.
  • Being the first point of contact for the Headteacher/Executive Headteacher and supporting him/her as required, where possible dealing with matters on their behalf, including receiving visitors, phone calls.
  • Providing the central point of contact for the academies, ensuring consistent and accurate messages are provided to all stakeholders and to oversee the management of academy communications including all electronic systems.
  • Where requested by the Headteacher/Executive Headteacher or Executive PA to the CEO, to attend and minute meetings, ensuring agreed action points are followed up within agreed timescales.

  • To ensure queries and concerns of parents are dealt with promptly and professionally and logged appropriately.
  • To administer lost property.

  • To support the Executive PA to the CEO and the Governance Professional, to develop, monitor and maintain MAT administration policies and procedures.
  • To prepare pupil exclusion letters for signature by the Headteacher/Executive Headteacher, to administer and take minutes as required at meetings and appeal panels across the trust.
  • To administer trips and visits including all aspects of EVC responsibility.
  • If appropriate, to arrange servicing, MOT and maintenance of school minibus(es). To ensure that drivers are appropriately briefed and licences are checked regularly in accordance with insurance practices.

HR Administration

  • Manage the administration of the recruitment process including drafting the advert copy, compiling application packs, placing the advert, liaising with external recruitment agents, handling responses, corresponding with applicants, arranging the interview day, securing references, undertaking pre-employment checks to Safer Recruitment guidelines, issuing provisional offers and subsequent confirmation of contracts.
  • Oversee HR transactional administration throughout the employment cycle, from appointment to leaving employment.
  • To ensure manual staff records are kept up to date including addresses, contract details and salaries

  • To ensure DBS checks are undertaken for all staff and volunteers in line with the latest guidelines.
  • To organise leaver administration and ensure exit interviews are carried out by line managers.

  • The maintenance of personnel files for all staff and to ensure the electronic personnel database is kept up to date; ensuring compliance with GDPR.
  • The production of all personnel correspondence including contracts of employment (and variations to) and offer letter.
  • The archiving of all payroll files as appropriate and ensuring the secure disposal of records as appropriate in accordance with the Records Retention Schedule.
  • Support the delivery of the induction programme and ensure the monitoring of probationary periods and reviews take place.
  • To administer and co-ordinate staff absence, passing messages to the Headteacher/Executive Headteacher and HR Team to ensure absences are managed and recorded accurately, produce absence reports for the Headteacher/Executive Headteacher.
  • To manage day to day cover and liaise with supply agencies as appropriate, managing the administration of cover budgets, ensuring value for money whilst delivering the best service possible.
  • To administer and co-ordinate short term sickness absence ensuring return to work interviews are completed by the relevant line manager.
  • To administer Leave of Absence requests in accordance with current policy.
  • To coordinate and administer recruitment days, liaising closely with the human resources central team.
  • To carry out risk assessments with new and expectant mothers.

Financial Administration

  • Managing the admin budget, liaising with the Central Finance Team to ensure that resources are managed effectively.
  • Ensuring timely and accurate completion overseeing the input of purchase order requisitions, financial transaction requests, debt collection –catering, handling of petty cash, maintaining a gifts register, ordering of stationery,

Premises Administration

  • Undertake if required, the administration of school site lettings (in accordance with the Lettings Policy), utilising booking system software as appropriate.
  • Organise and administer events in school; co-ordinating risk assessments for academy-based activities and liaising with site technicians where appropriate.
  • Ensure timely and accurate completion of personnel evacuation plans, support the Headteacher/Executive Headteacher with the organisation of lockdown/bomb threat/fire evacuation practice and coordination of school specific risk assessments.

Any other duties commensurate within the requirements for this role or as directed by the Executive PA to the CEO/Headteacher/Executive Headteacher, displaying flexibility to support colleagues across the MAT team.

Commitment to safeguarding

SHARE MAT is committed to the Equalities Act 2010 and also to promoting the welfare and safeguarding of children and young people, by adhering to “Keeping Children Safe in Education” guidance. All staff and volunteers are regularly trained regarding our expectations in keeping our students safe. An enhanced DBS is required for every post.

Applying for the job

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About the schools

Multi-academy trust

The trust prides itself on the outstanding professional and career development opportunities available across its schools. As the lead partner for the Calderdale and Kirklees Teaching School Hub we are committed to high quality professional development. In addition to National Professional
Qualifications and mentoring opportunities, we offer high-quality, in-house professional development programmes to prepare you for future career progression within our trust. Whatever your ambitions,
we can help you achieve them.

School Details

Arranging a visit to Share Multi Academy Trust

To arrange a visit and increase the chance of a successful application email tracy.dickens@sharemat.co.uk.

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