EXPIRED

School Operations Manager

Earlham Primary School, London, E7 9AW

This job expired on 11 October 2023 – see similar jobs

• Job start date

  1 December 2023

• Closing date

  11 October 2023 at 3pm

• Date listed

  1 October 2023

Job details

• Job role:
  • Teaching assistant
• Visa sponsorship: Visas cannot be sponsored
• Working pattern: Full time
• Contract type: Permanent
• Full-time equivalent salary: £36,997.00 - £39,913.00 Annually (Actual) Term-time only + 2 weeks

School Operations Manager job summary

The School Operations Manager is responsible for all operational, administrative and HR; and under the supervision of the TLFBO, will be responsible for premises health & safety and financial processes within the school.  They play a lead role in the planning and development of support services. 

They also line manage administrative staff and oversee the effective line management of staff within those areas.

They are responsible for overseeing and coordinating recruitment and performance management processes and guiding staff and leaders on the application of HR policies and requirements. They will also be monitoring and reviewing the school’s compliance with HR strategy, policies and procedures to ensure staff are supported, managed and directed effectively.

They are required to work closely with the school Headteacher and other school leaders, managing, monitoring, reporting and mitigating on key operational issues.

They are expected to work closely with the Trust’s Leaders for HR, governance, operations, business, premises and finance and any external providers, to ensure the school is run effectively, efficiently and compliantly, making the very use of school and Trust resources. 

Job Context

The School Operations Manager reports to the Headteacher

The School Operations Manager is expected to work closely with Trust Leaders, TLFBO, HR, governance, operations, business, premises and finance

The School Operations Manager  has line management responsibility for key support staff

The School Operations Manager may be required to attend Local Governor Body meetings in the evenings if / when needed

Duties and responsibilities 

Strategic operational management 

• Develop and implement ideas to improve the operational efficiency of the school, delivering reductions in workload for key staff, de-duplication of tasks and better use of resources

• Work with Trust central leaders and other school operations staff to develop and implement ideas to improve operational efficiency of the Trust and member schools

• Keep up to date with best operational practice in schools and other relevant organisations and sharing with Trust and school colleagues

• Develop and implement operational ideas that will deliver financial savings to the school budget

• Working in partnership with the TLFBO

Organisation

• Ensure the smooth and effective running of the school office and all administrative and communicative systems

• Contribute towards the planning, development and organisation of support service systems, procedures and policies

• Ensure that all staff create a professional and welcoming reception for all visitors and parents and all visitor checks and health and safety processes are in place to monitor entry in and out of the school

Leadership

• Manage the administrative, plus the premises staff, as per the agreed staff structure, with line management of direct reports, including reviewing staff performance and carrying out appraisals and supporting staff with their line management responsibilities

• Train and develop administrative, operational and premises staff as appropriate

• Ensure that all members of the office present, at all times, a positive image to the school to all staff, parents and visitors both internally and externally

• Develop an office team that delivers and meets the needs of the school

• Take all decisions in line with the vision and values of the school, and encourage others to do the same

Administration

• Manage manual and computerised record/information systems

• Analyse and evaluate data/information and produce reports/information/data as required

• Provide personal, administrative and organisational support to other staff and the local governing body

• Oversee and organise the management of admissions procedures in line with the relevant admissions process, maintain waiting lists and allocate spaces accordingly in line with the school’s admissions policy

• Ensure that the school’s email inbox is managed, ensuring the school meets its expected response times and emails are forwarded to the relevant staff member as necessary 

• Oversee the process for completed forms from parents 

• Oversee the process for managing incoming and outgoing post 

• Manage the induction process for new pupils 

Staff management, staff training, pay and conditions

• Co-ordinate the school’s professional development programme, working closely with staff to ensure that needs are prioritised and addressed, and that accurate records of training are kept

• Advise line managers on continuous professional development options to address relevant staff needs

• Lead on delegated ad hoc staffing projects 

• Ensure that staff are paid accurately and in accordance with Trust policy. This will include investigation and resolution of any staff pay anomalies.

• Ensure that pay processes are put in place in accordance with Trust policy

• Where appropriate, investigate and respond to pay queries within the school.

• Update staffing information as necessary to support with the school’s payroll operations

Recruitment and induction

•  Co-ordinate the end-to-end recruitment process including:

• development of job descriptions, person specifications, job advertisements and candidate information packs, liaising with hiring managers where appropriate

• advertisement of vacancies, to both internal and external candidates,

• working with external partners to publicise available roles

• ensuring all pre-employment checks are carried out in a timely fashion in accordance with Trust policy

• issuing of contractual documentation in accordance with policy

• organising the effective induction of all new staff, liaising with the school leader and appropriate Trust 

• Ensuring that probationary processes are followed for all new staff

 Safeguarding and record keeping

• Manage the school’s single central record (SCR), ensuring compliance with Trust policy

• Monitor and review the school’s DBS checking process, ensuring compliance with requirements and efficiency is achieved

• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times

Financial management 

• Assist the school leader with the planning of the school’s annual budget, working closely with the TLF/TLFBO

• Assist the school leader with regular budget monitoring, working closely with the TLF/TLFBO

• Work with the TLFBO/TLF to ensure the school keeps within the trust’s financial regulations 

Resource management

• Where appropriate to the school, oversee the management of examinations including pupil entries, liaison with exam boards, organisation of invigilators and submission of exam papers

• Coordinate the commissioning of agency staff in accordance with current frameworks, liaising with school leaders, keeping records of all commissions, verifying invoices and checking that there is sufficient staff budget.

• Manage the ordering and management of school resource in liaison with appropriate school staff 

• Oversee and operate relevant equipment and IT packages (e.g. the school’s MIS system)

• Provide advice and guidance to staff, pupils and others on administration systems and events that take place in school

• Assist the school leaders with marketing and promoting the school and lead the school’s social media presence

• Manage service contracts, school licences and insurances, working with TLFBO

• Manage the organisation of premises repairs liaising with the appropriate Trust leader and school site staff

• Ensure the office is kept tidy, organised and in good order at all times, making sure there are sufficient resources available 

Staff engagement and wellbeing

• Ensure the school’s is proactive in dealing with staff absence, in line with Trust procedures

•  Act as the point of contact for staff questions about HR policies and procedures

• Work with unions and professional associations, maintaining strong and effective relationships that support the school’s approach and responsibilities

• Work with senior leaders to consult with staff on job satisfaction, helping them to implement changes or improvements where appropriate

• Monitor staff well-being and advise school and Trust leaders when there are concerns with individual staff or staff groups

• Develop and share ideas that would enhance staff well-being and work life balance

Compliance

• Manage the administration of recruitment including advertising, collating documentation, medical clearance and DBS checks as required

• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times 

• Be the school’s data protection lead taking responsibility for monitoring data protection compliance and advising the school community on data protection issues

The School Operations Manager will be required to safeguard and promote the welfare of children and young people, and follow school policies and the staff code of conduct.

Please note that this list of duties is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the school office manager will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the headteacher. This job description may be amended at any time in consultation with the postholder. 

Eko Trust is committed to creating a diverse workforce. We will consider all qualified applicants for employment without regard to sex, race, religion, belief, sexual orientation, gender reassignment, pregnancy, maternity, age, disability, marriage or civil partnership.

Commitment to safeguarding

Earlham Primary School is committed to the safeguarding of all children, through its policies, practice and monitoring procedures and expects all staff and volunteers to share this commitment.

A criminal record check via the DBS will be undertaken for the successful candidate.

This job post has expired.

About Earlham Primary School

• School type: Academy, ages 3 to 11
• Education phase: Primary
• School size: 463 pupils enrolled
• Age range: 3 to 11
• Ofsted report: View Ofsted report (opens in new tab)
• School website: Earlham Primary School website (opens in new tab)
• See more jobs: teaching-vacancies.service.gov.uk/organisations/earlham-primary-school (opens in new tab)

Earlham is a primary school in the heart of the community that focuses on raising aspirations and transforming lives. We care about each other and the world. We think what we do is pretty exceptional!

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