office manager Enfield, England
Job description
Required for September 2023, we wish to recruit a school office manager to manage our admin offices and team.
Freshsteps Independent School is an OFSTED graded ‘outstanding’ independent alternative provision. The school caters for pupils aged 5-18 years who have social, emotional mental health (SEMH).
You will be a team player who is able to whip the office and admin procedures into shape to ensure smooth functioning of the school. You will be a leader, able to work off of your own initiative. You will have a 'can-do' attitude and be dedicated and passionate about your work. This job requires someone who is organised, can think on their feet, professional at all times and does not need to be micro-managed.
Main Areas of Responsibility
- Responsible for the day-to-day supervision of Reception are, main office and associated functions ensuring they are carried out in accordance with agreed procedures, protocols and timescales, reporting to the office manager as necessary.
- To present the professional and welcoming face of the school to all visitors, staff and students, including telephone callers.
- To ensure all admin procedures and school systems are up to date
- To ensure all visitors are signed in to the school in accordance with safeguarding procedures.
- To respond to queries from parents/carers and the general public with exemplary professionalism, ensuring that any messages or complaints are immediately dealt with, forwarded to the appropriate member of staff or escalated as required.
- To ensure the overall appearance of the reception area is tidy, professional and presentable at all times.
- General administrative duties such as typing, photocopying, filing, collation and distribution of post.
- General welfare support such as basic first aid of pupils and administering of medication at appropriate times
- In liaison with appropriate staff, to contribute to the maintenance of academy information databases and filing systems relating to pupils, ensuring confidentiality is observed at all times and records are accurate and up to date.
- To assist staff in all aspects of school life, including contacting parents and pupils where necessary.
- To provide general administrative support to the school as required, including preparation of documentation, and administrative duties relating to specific areas such as academy calendar maintenance, extra-curricular activities, school trips, school meal arrangements.
- Provide an efficient message and record keeping system for staff when taking telephone messages.
- Maintain appropriate records of incoming visitors and outgoing staff from the school.
- Implementation and maintenance of a visitor notification system which is effective for staff to use.
- Sign for deliveries and inform the appropriate recipient to arrange collection of goods.
- Ensuring meeting rooms are cleared on a regular, kept tidy and organised ready for use and order appropriate refreshments.
- Provide a high level of service when receiving parents/carers, company representatives, Governors, interview applicants etc; contacting relevant member of staff and directing visitors to waiting areas.
- Assisting with distribution of internal and external post.
- To assist in the development of appropriate resources.
- To contribute to the school's Improvement Plan and its implementation.
- To attend all appropriate meetings.
- To type school letters, liaise with relevant staff and ensuring the checking process is smooth and effective; provide the required letters and sending notifications as necessary.
- To contribute to the whole school's planning activities.
- Manage the schools email account forwarding and redirecting messages and tracking of incoming complaints.
- Working in liaison with the school SENCo to prepare documentation for pupils with SEN.
- To manage the SEN appointment diary for meetings, annual reviews and so forth
- To provide general admin support to the SENCo as directed by the SENCo
Qualifications & Experience
- Educated to A level or equivalent
- Competent in the use of Microsoft Packages
- Excellent level of interpersonal and communication skills, with an excellent standard of written and spoken English
- Excellent organisational and time management skills, with the ability to prioritise tasks appropriately
- Commitment to delivering excellent level of professional customer service
- Ability to remain calm and deal with challenging callers or visitors in an appropriate manner
- High level of attention to detail and accuracy of work
- Ability to work effectively as part of a team;
- Ability to be resourceful and proactive, in particular where unexpected issues arise
- Ability to work effectively with people across a wide range of levels and responsibilities
- Ability to maintain confidentiality; having tact and diplomacy where necessary.
- Previous experience in an administrative or front office/reception role
- Demonstrable customer service experience
- An understanding of SEN in schools, terminology and procedures
FreshSteps prides itself on its dedicated, professional and friendly team of staff. It is crucial that applicants are willing to share the school's ethos and its commitment to excellence, innovation and collaboration.
Freshsteps is committed to safeguarding and protecting the children and young people that we work with. As such, all posts are subject to safer recruitment process, including the disclosure of criminal records and vetting checks. We ensure that we have a range of policies and procedures in place which promote safeguarding and safer working practice across the school. Offers are subject to satisfactory references.
Job Types: Full-time, Permanent
Pay: £22,962.07-£29,883.00 per year
Benefits:
- On-site parking
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Enfield: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Expected start date: 04/09/2023
