School Operations Manager
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.
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)
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!
School location
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