Job purpose

Under the guidance and management of the Regional Operations Manager., the role will provide administrative and operations support for All Saints Junior School and Oakbank School, The role will be based primarily at All Saint Junior School, with a minimum of 1 day based at Oakbank School. The successful candidate will be responsible for the efficient delivery of all operational and administrative functions, including pupil administration, HR, Facilities & Premises, Health & Safety and some areas of Finance. They will also deputise for the Regional Operations Manager on the days they are based at Oakbank School, and assist in delivering consistency of processes and systems across all operational areas for both schools.

The role is Term Time Only with the requirement to work 5 inset days and 2 weeks during the holidays.

Main duties and responsibilities

Administrative responsibilities & duties

• Provide full administrative and office support for All Saints Junior School including Reception duties, main point of contact for pupils and families, student and staff data management in Integris (MIS), attendance, admissions, school trips, school and workforce census, booking activities, payments from families, external and internal communications, training record management, updating the school website and other office duties as required.

• Support the Regional Operations Manager to deliver outstanding operational support and assist in the development of the operations functions of both schools and their estates.

• Ensure the smooth running of all operational areas by working closely with the Regional Operations Manager, the Finance Assistant and Site Team at Oakbank School.

• Handle sensitive and highly confidential material in an appropriate manner.

• Maintain up-to-date records in systems and databases used by both schools with regards to HR, Safeguarding, Training records, Health & Safety records, Site and Premises action plans and planned maintenance visits.

• Support the Oakbank School Finance Assistant in managing lettings on the school premises in accordance with the Anthem Lettings Policy.

• Assist in both school financial audits and the preparation of school documents and paperwork.

• Assist with the archiving of Financial, Premises, Health & Safety and HR confidential records and documents.

• To observe confidentiality and to support both schools’ endeavour to provide excellent teaching and learning for all students.

Human Resources

• Assist the Regional Operations Manager with the administration of the recruitment of staff, including chasing for relevant paperwork and checks at both schools.

• Work with the Regional Operations Manager to ensure all information related to staff is input into the school MIS and HR portal in a timely manner, to include absence.

• Support the Regional Operations Manager in maintaining both school’s Single Central Records, in line with statutory safeguarding, Trust requirements, and oversee the processes of Work Experience, Volunteers and Visitors in line with these.

• Help to ensure HR records are kept current and contain relevant information for all staff and volunteers

• Work with the Regional Operations Manager to oversee and support the Senior Leadership Team at both schools to provide inductions for new staff.

• Assist with the recording, tracking, and reporting of staff absence, ensuring triggers are raised to the Regional Operations Manager to be followed up in line with Trust policy.

• Support the Regional Operations Manager to implement the school’s HR policies and procedures, embedding them across the school.

• Ensure that staff receive and complete their mandatory training in line with Trust guidance and that staff training records are kept up to date in the relevant databases.

Finance

• Process all invoices received at All Saints Junior School accurately and in a timely manner.

• Manage the ordering of goods and the goods receipting process, ensuring all records are kept accurately and in line with audit requirements.
• Process payroll and expenses for All Saints Junior School, ensuring staff contracts are up to date and accurate for payroll purposes.

Premises and Facilities

• Support with Health & Safety audits, including the scheduling and management of visits to both school sites, and all paperwork related to the annual Health & Safety audit.

• Respond to recommendations from Health and Safety audits and reviews and escalate incidents to the Regional Operations Manager and Head of Estates.

• Be first line response for all Health & Safety matters at All Saints Junior School, including weekly water flushing, testing fire alarms, and organising evacuation drills on a termly basis.

• Ensure contractors on both school sites are properly managed, including checking DBS and insurances are in place and all contractual paperwork is in line with Trust Requirements.

• Help to manage and maintain an accurate and up to date Risk Assessment Register for both schools.

• Support the Regional Operations Manager in writing, maintaining and updating required Risk Assessments.

• Assist in the delivery of effective site and facility management to ensure both schools are compliant with Health and Safety regulations.

• Assist in the maintenance and management of routine service visit paperwork and reports and ensure the site management system (Every) is up to date and accurate.

• Assist in the effective management of all Health and Safety records, service visit documentation and maintenance contracts.

• Support the Regional Operations Manager in maintaining an up-to-date Contracts Register and IT Contracts Register across both schools.

Legal and Compliance

• Help to ensure that all information processed by the schools is managed in accordance with Trust policies and data protection requirements, and that confidentiality and security are maintained at all times.

• Support the Regional Operations Manager in responding to FOI and data access requests.

• Help prepare for, and take part in, Safeguarding Audits.

This job description will be supported by the school improvement plan, which may identify key distinct tasks and responsibilities for this role in the school year. These will be derived from ongoing school self-evaluation and other local/national priorities. The Post holder’s duties must be carried out in compliance with the school’s policies and procedures including child protection and safeguarding procedures.

These duties and responsibilities should be regarded as neither exhaustive nor exclusive as the post holder may be required to undertake other reasonably determined duties and responsibilities commensurate with the grading of the post.

The school is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. An enhanced DBS check is required for the successful candidate.

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