Executive Assistant and Office Manager
The Ladder School, Walsall, WS1 1RS11 days remaining to apply
Job start date
1 September 2025
Closing date
16 June 2025 at 11:59pm
Date listed
3 June 2025
Job details
Job role
- Other support roles
Visa sponsorship
- Visas cannot be sponsored
Working pattern
- Full time: 37hrs per week, Term Time Only + 10 days
Contract type
- Permanent
Full-time equivalent salary
- Grade 8 (SCP 26 – 31)
What skills and experience we're looking for
We are looking for an enthusiastic and committed Executive Assistant and Office Manager. We particularly welcome applicants from diverse backgrounds and with protected characteristics. We are looking for the right person to work as part of our amazing team.
Job Purpose
To provide outstanding operational and executive support to the Headteacher and Senior Leadership Team, handle sensitive information and maintain confidentiality, keeping accurate records. To be committed, enthusiastic and produce high quality work, to ensure efficiencies within the Academy. The Ladder School is small but complex; it is experiencing a period of rapid growth and the appointed member of staff will be integral to this.
Support to the Headteacher & Senior Team
- Provide confidential administrative support to the Headteacher, including diary management, minute taking and handling correspondence; this includes some diary management, confidential note taking, managing complaints and correspondence.
- To attend staff meetings, quality assure/take notes, prepare and distribute minutes/notes as needed.
- Handle parent complaints and escalations.
- Undertake other confidential administration.
- Make and receive telephone calls for the Headteacher as required.
- Manage and quality assure the work and operations of the Reception and Admin Team.
- Be the schools’ point of contact with Mercian Central Services.
- Lead the management of the local calendar including meetings rooms.
Confidential HR Administration
- Ensure sickness is accurately reported on SIMS and that return-to-work interviews have taken place where appropriate.
- Ensure that all staff sign in and follow up unknown absences.
- Support in the processing of LOA/PAR forms onto SIMS to ensure cover and payroll is accurate.
- Compiling, scanning and promptly sending any HR related paperwork such as timesheets, salary change letters, MAT B1 forms etc to the central HR and payroll teams.
- Oversee SIMS staff processes.
- Along with appropriate Trust staff, staff management of SIMS (Personnel, Pay-related details Routine, Incremental changes, System Manager).
- Liaise with the central HR team, to provide interview dates and names of shortlisted candidates so HR team can arrange the necessary interviews and be the key point of contact for candidates when the interviews take place in school.
- Checking of ID forms for new starters / interview candidates in order to ensure accurate and timely DBS and vetting processes.
- Confidential sending of interview notes for candidates and then secure storage should they be required.
Managing School Operations
- Lead and develop the Admin Team Oversight of the administration teams (including Attendance, Reception, Admissions, Exams/Data, Site) ensuring they run smoothly and effectively.
- Liaison with key personnel both on campus and with The Mercian Trust to ensure communication is strong and the campus is well run (e.g. Head of Estates, HR, Finance, Catering, OLC, Digital Hub Manager etc.).
- Be our Educational Visits Coordinator (EVC).
- Co-ordinate and participate in the induction of new staff.
- Support the School Census checking process.
- In collaboration with the Headteacher, implement the Associate Staff Professional Growth system.
- Complete and check website compliance.
- Organise, check and follow up on Policy Schedule as per the Trust/school calendar.
- Along with appropriate Trust staff, oversight of external contracts, cleaning, catering, ICT and grounds maintenance.
- In partnership with appropriate staff, review the Business and Emergency Continuity Plan and refer to Headteacher and Senior Leadership Team.
- Manage Academy Calendar in liaison with the Headteacher and Senior Leadership Team.
Office Manager
- Ensure the Admin Team are well-trained and can perform their duties effectively.
- Work with HR to ensure all DBS and ID documents are evidenced on a new staff members first day and ensure the SCR is updated accurately and in a timely way.
- Support the DSL in ensuring the SCR is updated in relation to agency and contractor staff who are working on site at the school.
- Oversee ordering, purchasing, and credit card transactions, PSF and Budget Monitoring Support.
- Manage internal finance, HR, and payroll tasks and communication with Central Departments.
- Supervise Reception operations to help the Academy run smoothly, being flexible when required across the team, covering duties when necessary.
- Deal with day to day incidents, ensuring parents are contacted and appropriate staff are engaged and informed of the outcome.
- When required, cover Reception; welcoming guests, ensuring they have signed in, and liaising with staff to ensure visitors are met.
- Facilitate the administration of mail-shots that need to go home via student-post, as directed by key leaders.
- Undertake ad-hoc minute taking, data input, mail merge or word processing as required.
- Administer First-Aid.
What the school offers its staff
The Ladder School is a forward-thinking, inclusive and life-changing Alternative Provision school. We work with children who need a second chance to be a success at school. We are a happy, warm, welcoming school and value the relationships we build every day with our colleagues, the students and their families.
What we can offer you:
- A happy workplace within a strong Multi-Academy Trust;
- Strong leadership dedicated to making sure you are the best you can be;
- Free breakfast and free two-course freshly home-cooked lunch every day;
- Additional Wellbeing Days to our calendared INSET Days;
- The opportunity to request an extra paid day off of your choice across the school year as a thank you for being part of our team;
- Your own laptop;
- Free access to sector-leading CPD
- Discounts on everyday purchases via EdenRed;
- A comprehensive free of charge health plan via Simplyhealth;
- A cycle to work scheme via Halfords.
When Ofsted visited in July 2023 we were judged ‘Good’ in all areas and we are particularly proud of these comments:
“The school ethos of ‘high standards, daring to dream, traditional values, success and personalised support’ is shared by all.”
“Leaders lead with integrity and determination. They are ambitious for all pupils. They do not use pupils’ chequered experience of education to excuse low standards. Instead, they demand the best from pupils.”
Safe Working Practices for Adults working with Children – It is the responsibility of each employee to carry out their duties in line with Mercian Trust’s ethos and culture of safe working practices for adults working with children, and be sensitive and caring to the needs of the disadvantage, promoting a positive approach to a harmonious working environment. Each employee should act as an exemplar on these issues and must, where appropriate, identify and monitor training for themselves and any employees they are responsible for.
The Academy is committed to safeguarding and promoting the welfare of children. All post holders are subject to a Satisfactory Disclosure & Barring Service Check (DBS) and satisfactory employment references, as well as identification and qualification, prohibition and barred list checks which will be required before commencing duties.
Commitment to safeguarding
The Ladder School is committed to safeguarding and promoting the welfare of children and young people/vulnerable adults and expects all staff and volunteers to share this commitment. A copy of the ‘Safeguarding Policy’ is available to view or download by logging onto the School website: www.theladderschool.org.
Applying for the job
Apply for the job by following the link below.
CVs are not accepted.
Upload additional documents
If you need these documents in an accessible format, please contact the school.
About The Ladder School
- School type
- Free School, ages 13 to 18
- School size
- 27 pupils enrolled
- Age range
- 13 to 18
- Ofsted report
- View Ofsted report
- School website
- The Ladder School website
- Email address
- hrmatters@merciantrust.org.uk
We are an Alternative Provision Free School located in Walsall Town Centre. The Ladder School was established in January 2019 and has now moved in to a brand new, purpose-built building based on the edge of Walsall town centre where there are excellent links to the local and wider community. Over the coming years we will continue to grow and become the ‘go to place’ for alternative provision in the borough.
At The Ladder School, we recognise that mainstream school does not suit all young people and we are here to offer a second chance. We work on a commissioning basis, that means that a school or the Local Authority must approach to place a student. Unfortunately, we cannot accept direct referrals from parents/carers.
The staff work incredibly hard to ensure our students make the most of the opportunities that they get whist they are with us. Unlike other alternative provisions, we offer a range of GCSE courses, supplemented with some vocational courses to ensure students get a well-rounded education.
We are a positive environment, that uses praise and encouragement to enable our students to see things differently. We have a set of values that underpin everything we do.
Arranging a visit to The Ladder School
To arrange a visit and increase the chance of a successful application email hrmatters@merciantrust.org.uk.
School location
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