Administrative Officer

Woodeaton Manor School, Oxford, Oxfordshire, OX3 9TS

10 days remaining to apply

• Start date details

  As soon as possible

• Closing date

  31 December 2024 at 11:59pm

• Date listed

  9 December 2024

Job details

• Job role:
  • Administration, HR, data and finance
• Visa sponsorship: Visas cannot be sponsored
• Working pattern: Full time: Permanent/Full-Time, 37 hours per week, term time only plus 5 INSET days and 10 other days to be worked as agreed
• Contract type: Permanent
• Pay scale: Grade 8, Points 18 – 23 £15.84 - £17.29 per hours, FTE £30,559 - £33.366, Actual Salary £26,139.70 - £28,540.76

What skills and experience we're looking for

General Administration

• Update manual and computerised record/management information systems (MIS), including student and staff HR & absence records, class lists and internal phone listings
• Update and maintain the school calendar/diary
• Manage the school diary for prospective parent/carer tours
• Update and maintain the school website, ensuring statutory compliance
• Manage and organise completed forms from parents
• Organise and distribute incoming and outgoing post
• Provide administrative support to SLT and staff as needed
• Organise individual and whole school training for all staff
• Maintain training records for school staff, including medical, on the school’s MIS
• Order, monitor and manage stock, ensuring best value following the school’s purchasing processes
• Process orders for resources on behalf of school staff in line with the school’s purchasing procedures
• Carry out filing, printing, and photocopying
• Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary
• Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required
• Assist with organising school based medical and other health related appointments, including the organisation of rooms
• Assist in the organisation of school trips in cooperation with other staff, including ensuring that staff and external providers (e.g. coach companies) have completed all associated risk assessments
• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
• Work with the external contractor to manage, administer, and reconcile the school dinner provision
• Provide daily school dinner numbers to catering provider in line with the applicable service level agreement, review and agree menus each term, administer free school meals, send invoices, and reconcile payments within the school’s MIS
• Provide administrative support to the EHCP process by preparing paperwork for and arranging EHCP Annual Review meetings, collating, updating, and maintaining student records, editing/updating changes to EHCPs following the Annual Review, whilst ensuring that the school’s legal obligations are met in relation to timescales
• Provide support with the Local Authority consultation process, including pre-admissions consultations; and collating and processing requests on behalf of the Headteacher
• Dealing with leavers’ administration
• Take responsibility for the preparation of the School Pupil Census
• Completion of returns for the relevant local authority and DfE as required by the Headteacher
• Maintain the school’s Single Central Record (SCR) in line with statutory guidance
• Document archiving
• Liaise with IT in respect of equipment and systems logins
• Keeping induction folders up to date
• Keeping GIAS up to date
• Communication with parents/carers, including working with Home School Liaison Officer to cascade information about activities to parents via Arbor
• Working with the DPO to ensure compliance with GDPR, recording any breach and reporting the same immediately to the Headteacher
• Reporting Subject Access Requests and Freedom of Information Requests immediately to the Headteacher

• Attendance Administration

• Monitor and maintain an accurate record of pupil attendance, producing reports as necessary

• Transfer staff absence information into the school’s MIS daily

• Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed

• Reception

• • Act as the first point of contact for parents and visitors arriving at the school
  • Reception duties, including answering the telephone and managing the school’s email Inbox, ensuring the school meets its expected response times and emails are forwarded to the relevant member of staff as necessary
  • Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner
  • Seeking support from other colleagues where necessary to respond to complex enquiries
  • Respond to messages promptly and accurately, passing on information to relevant staff members as necessary
  • Assist staff and pupils with the information and support they need

  Security

  • Control access to the school in line with the school’s safeguarding procedures, including signing-in visitors, checking identification as necessary, issuing passes, and notifying them of safeguarding and safety procedures
  • Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures

  Written Communication

  • Write and send email responses that are professional and uphold the school’s vision and values
  • Update and distribute online and offline communications (e.g., letters, newsletters, social media posts etc.) to parents, staff, and other stakeholders
  • Assist with marketing and promoting the school

  Finance

  • Collect, record and issue receipts for payments from parents
  • Carry out financial administration in line with the school’s procedures
  • Payroll administration, including processing starters and leavers, time sheets for agency staff and other HR related claims

  HR

  • Support recruitment processes up to conditional offer stage, including processing applications, arranging interviews and carrying out online searches, in line with the school’s Safer Recruitment Policy
  • Signing off on timesheets for agency staff
  • Responsibility for collating and maintaining volunteer paperwork

  Safeguarding

  • The school Administration Officer will be required to safeguard and promote the welfare of children and young people and follow school policies and the staff code of conduct
  • Providing administrative support to the DSL
  • Maintain the school’s Single Central Record (SCR) in line with statutory guidance

  Other Areas of Responsibility

  • Read and follow relevant school policies
  • Undertaking training required to develop in the role
  • Ensure all duties and responsibilities are undertaken in line with the school’s Health and Safety Policy
  • Support with fire/evacuation checks and procedures in line with school policies

What the school offers its staff

• The opportunity to work with a progressive and forward-thinking multi-academy trust, where you are making a difference to the lives of young people.
• Opportunities for development and career progression
• Extensive induction programme and ongoing CPD and training

• A range of staff benefits including one wellbeing day per term (after a qualifying period, pro rata for part time employees), access to an Employee Assistance Programme and a workplace pension scheme (LGPS)

• Free eye test for DSE users
• Free flu vaccinations
• Free tea and coffee
• Refer a friend bonus (up to £500)
• A positive and friendly working environment

Commitment to safeguarding

Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff, volunteers and trustees to share this commitment.

Our recruitment process follows the keeping children safe in education guidance.

Offers of employment may be subject to the following checks (where relevant):
childcare disqualification
Disclosure and Barring Service (DBS)
medical
online and social media
prohibition from teaching
right to work
satisfactory references
suitability to work with children

You must tell us about any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.

Applying for the job

Please download the application form using the link below, and once completed send to recruitment@woodeaton.oxon.sch.uk

CVs are not accepted.

Visas cannot be sponsored.

If you're interested in teaching or training to teach in England as an international citizen, we can help you understand your next steps.

Upload additional documents

If you need these documents in an accessible format, please contact the school.

Admin Officer Advert 11-24.pdf - 144 KB (opens in new tab)

Job Description - WMS Admin Officer 1124.pdf - 220 KB (opens in new tab)

About Woodeaton Manor School

• School type: Academy, ages 7 to 18
• School size: Up to 84 pupils
• Age range: 7 to 18
• Ofsted report: View Ofsted report (opens in new tab)
• School website: Woodeaton Manor School website (opens in new tab)
• Email address: recruitment@woodeaton.oxon.sch.uk
• Phone number: 01865558722
• See more jobs: teaching-vacancies.service.gov.uk/organisations/woodeaton-manor-school-oxford (opens in new tab)

Welcome to Woodeaton Manor School. We are a daytime and residential Foundation Special School that offers a nurturing environment for 84 pupils. All our pupils have an Education Health and Care Plan (EHCP) and they have social, emotional and mental health difficulties. We are able to offer places for pupils in Key Stages 2, 3, 4, and 5.
Woodeaton Manor caters for a wide range of special educational needs, including the following diagnosed or described conditions:

Attachment Difficulty
Autistic Spectrum Disorder, including Asperger’s Syndrome
Dyspraxia
Obsessive Compulsive Disorder (OCD)
Specific Learning Difficulties, i.e. Dyslexia
Speech and Language Disorder
Tourettes Syndrome
A large proportion of pupils have mental health issues and require extended support from a range of multi-professional services.

Woodeaton has extended its age limits twice since its re-designation. In 2009 Woodeaton established its Sixth Form provision and in June 2012, Woodeaton lowered the age limit to admit six Key Stage 2 age pupils who are taught in ‘The Nest’. Woodeaton also became a Foundation School on 1st April 2008.

Our school at a glance:
Woodeaton Manor School is the first school in Oxfordshire to be awarded the Quality Care Mark for Looked After Children (LAC) at an Outstanding level (January 2017). This mark demonstrates our school has excellent practice around those children in care and those caring for others.

Have a highly experienced and qualified staffing team
Provide high quality teaching and social experiences
Focus on personalised and individual needs of pupils
Work in a multi-professional way
Maximum class size of ten
High levels of staff support
In-house Educational Psychologist
A Readiness for Learning team who support pupils through interventions and/or outreach work. The team will also support pupils who might be struggling during the school day
Regular visits from an Occupational Therapist and a Speech and Language Therapist (one day a week and one day a fortnight respectively)
Provision of play therapy, if required
Regular whole school trips and residential experiences both in the UK and abroad
Specialist rooms for Art (including a kiln room), Food Technology, ICT and Science
Self-contained residential area for boys and girls
Excellent catering arrangements
Our school day starts at 8.20 a.m. every weekday and finishes at 2.30 p.m. every afternoon.

The total time in school for each pupil is 30 hours and 50 minutes.

Arranging a visit to Woodeaton Manor School

To arrange a visit and increase the chance of a successful application email recruitment@woodeaton.oxon.sch.uk.

School location

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