Office Manager

JOB PURPOSE

To be responsible for the organisation and management of the school office and staff and provide administrative, clerical and secretarial support to the Principal, school staff and Board of Governors.

MAIN DUTIES AND RESPONSIBILITIES

Supervision

• Supervise office admin and reception staff and on occasion other support staff assisting in the office, including the management and allocation of duties. (Supervision is defined as having full permanent accountability for planning and coordinating the quantity and quality of work as well as managing issues relating to discipline and welfare.)
• Identify and provide on the job training to appropriate staff.

General Administrative Processes and Records

• Provide administrative, clerical and secretarial support for school staff and Board of Governors.
• Develop, maintain and operate manual and/or computerised information systems in connection with pupils, attendance, enrolment, meals, examinations, staff, budgets, maintenance, care, medical services, transport, etc.
• Complete and submit all returns/records as required.
• Contact with relevant personnel to receive and provide information.

Purchasing and Supplies Administration

•  Stock control of office and admin resources.
•  Arrange for the maintenance of admin equipment.

Reception and Secretarial

• Operate the telephone/switchboard, receive and sign in visitors and provide hospitality as required.
• Provide word processing/typing, filing, duplication and photocopying word processing in support of administrative processes, including the use of E-mail and internet facilities, where appropriate.
• Sort, screen and distribute all mail.
• Ensure the secure storage of valuable items and confidential documentation in line with GDPR.
• Arrange appointments, meetings and provide a secretarial service for all staff within the school.
• Communicate on a regular basis with professional staff from outside agencies in order to receive/provide information e.g. medical personnel, social services agency personnel etc.
• Keep informed on matters relating to school activities to reasonably respond to staff, student and parental queries.
• Service meetings and draft minutes as required.

Other Duties

• Assist work placement students with practical tasks and assignments within the school office (where appropriate).
• Such other duties as may be assigned within the level of the job. 

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

Hours             36 hours per week Monday to Friday (8.30am - 4.15pm Monday - Thursday

8.30am - 4.00pm - Friday)

              Occasional evening/ Saturday work when required for events such as Open Day and SEAG.

Salary            NJC Scale Points 17- 20 (£31,022 - £32,597) per annum

Holidays        23 days’ annual leave plus 12 statutory days per year

Pension          Contributory Pension Scheme (NILGOSC)

Probationary Period 6 months

The Board of Governors reserves the right to review this post on an annual basis, in consultation with the post holder, to ensure that all the roles and responsibilities comply with the needs of the College