SCHOOL OFFICE MANAGER CANDIDATE PACK
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As partners in our community, our mission is to provide every child and young person with an enriching and inspiring educational experience, where they can thrive academically and socially, both now and in the future. By being ‘Stronger Together’ in our educational quality, our parent and community engagement, our investment in our people and our sustainability, we can meet our specific pledges to all of our children, communities and staff. Our vision is to prepare every CHAT student for the changing world we live in. A world which is more global, more driven by technology, a world where anything is possible with the right preparation and attitude. That means providing a curriculum and learning experience that reflects the highest academic standards and inspires and enthuses pupils through its creativity and openness to the world around us. Our children will be able to ‘be the change they want to see in the world’. They will be resilient, optimistic, respectful, honest and well-rounded citizens, with a love of learning. At the same time, we are all also members of our communities, places where we find friendship, support and common endeavour. Being at the heart of our communities is a hallmark of CHAT Academies.
We want our children and young people to have a sense of place, knowing the importance of ‘giving back’ and the value of community and togetherness to their everyday lives. As a trust, we will foster a culture that respects diversity and recognises that we are stronger together than we are apart. In pursuing this vision, trustees, staff and governors will model it every day, knowing that each one of us plays a part in making it a reality for every child and young person.
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Marino Charalambous Chief Executive Officer CHAT Academies
“our mission is to provide every child and young person with an enriching and inspiring educational experience.”
About Us
CHAT Academies is an educational charity that manages a family of 5 academies in North London, educating some 2,600 pupils. We are very proud of our families, pupils, students and staff. We hope you will consider becoming a part of our community. Cuckoo Hall Academy – Edmonton A four-form entry primary academy serving pupils from Nursery to Year 6. “We aspire to provide a curriculum and learning experience that inspires pupils – we want every child to be engaged, inquisitive, and life-long learners. The Trust-wide curriculum principles will make sure this is our shared focus.” Ms N Ross Headteacher Cuckoo Hall Academy Enfield Heights Academy – Enfield A one-form entry primary academy currently serving pupils from Reception through to Year 6. “Being part of a family of schools is exciting and empowering, as we can learn from each other,while at the same time retaining a good level of autonomy. Shared central services keep costs down and we are able to buy in bulk with the purchasing power of a Trust.” Mrs J Simone-Bacon Head of School Enfield Heights Academy
Kingfisher Hall Academy – Enfield A two-form entry primary academy serving pupils from Nursery through to Year 6. “Being part of CHAT is a huge opportunity for schools to support one another, to share what they do well, and to work together to share our very best practice to the benefit of every child in the Trust. We’re all committed to that.”
Mr M Clifford Headteacher Kingfisher Hall Academy
Woodpecker Hall Academy – Edmonton A two-form entry primary academy serving pupils from Nursery through to Year 6. “We are a Trust that has a very strong community ethos. That is what binds the headteachers, the teaching and learning staff, and the schools together – serving our communities and inspiring the children who live at the heart of those communities.” Ms N Ross Headteacher Woodpecker Hall Academy
Heron Hall Academy – Ponders End A new and growing secondary school, serving pupils from Years 7 through to 11. “Many of our students come from the Trust’s primary schools, which means we know a great deal about them when they join us. Our mission and purpose is clear and supported by all our staff. The Trust approach is having a transformational impact on the lives of these young people.”
Mr A Barzey Headteacher Heron Hall Academy
SCHOOL OFFICE MANAGER £ 30,571.61 PER ANNUM (PLUS GENEROUS BENEFITS)
As one of London’s fastest growing multi-academy trusts, CHAT Academies are looking to appoint a forward thinking, dynamic School Office Manager. Reporting directly to the Head of Operations and Community Support, as well as working in partnership with the trust’s leadership team, the School Office Manager will be responsible for the effective leadership and direction of the schools administrative function, playing a pivotal role in the successful operation of admissions, attendance and administrative function. As well as being responsible for the leadership of the secondary schools’ administrative team and operations, the School Office Manager will also develop and co-ordinate the admissions process – ensuring a high-quality service that is effective and efficient, but also drives and maximises income to the organisation. Other responsibilities will include playing a key role in supporting the senior leadership team through effective reporting and managing internal and external enquiries. The successful candidate will be able to clearly demonstrate a strong working background of operating in a similar role or operating with comparable responsibilities. The person will be an outstanding communicator with excellent people skills, someone who can develop, motivate, and lead a team, build relationships with staff and external partners, and really drive and embody the visions and values of the Trust. Personality and attitude are key for this position as it is very customer and people centric. The successful candidate will have excellent IT skills (Microsoft packages), previous experience of databases such as Arbor or SIMS would be highly advantageous. However, experience of working with other MIS is desired.
Main Purpose
• Assist the Head of Operations and Community Support in co-ordinating administration across the CHAT Academies to ensure effective admissions and maximise income. • Supporting the Head Teacher in the delivery of education to our secondary school children. • Strong leadership is needed to manage the main office team, ensuring all school office staff are highly skilled through robust performance management and training to deliver an exceptionally high standard of customer service in the school and across the Trust. • Support the Head of Operations and Community Support and Head Teacher in other projects as and when required.
• Undertake a range of day to day administrative functions and manage enquiries efficiently and effectively, carrying out audits, evaluations action planning, producing reports and data to the Head of Operations and Community Support and Head Teacher to monitor performance of staff and the service of the school office team as a collective. You will professional, who is hardworking and friendly, and who has full knowledge of admissions and attendance processes. • You will need to be highly organised need to be a highly skilled, enthusiastic and motivated and know the process of statutory compliance as a school and wider Trust. • Some out of normal hours working will be necessary .
Our role is to be bridge builders to opportunity. Excellence through equity is our goal.
Office Management
• Overall responsibility, plan, monitor and evaluate the work for the office. • Anticipate termly demands and plan ahead accordingly. • Take responsibility for dealing with complex enquiries or challenging visitors and callers as required. • Line manage office staff through strong leadership, ensuring that all functions are performed appropriately and that excellent customer service is maintained at all times. • Set objectives for office staff where appropriate, monitor performance and complete annual performance reviews as requested. • Direct staff appropriately to ensure fair workload is distributed and carried out to a high standard. • Encourage collaborative working to produce reports and data in a timely manner to the Head of Operations and Community Support and SLT staff of the school, sometimes having to deal with tight or conflicting deadlines.
• Risk management such as Safeguarding and Data Protection. • Lead on MIS systems ensuring data is correct, running reports to find anomalies and update information. • Ensure all information is up to date for parents including uploading letters to the website and information available on the website and calendars. • Support Head of Operations and Community Support in Census and other annual data collections required for DfE, EFA and Ofsted or any other regulatory body. • Attending school meetings including taking notes and supporting the SLT to distribute information. • Ensure effective communication with parents at all times. • Ensure the reception area and office are kept tidy and professional at all times.
Customer Service & Human Resources • Monitor and evaluate the team
• Operate the Academy switchboard professionally and efficiently, ensuring other staff have the same professional approach to all incoming enquiries. • Ensure answer phone messages are correct. • Deal with general enquiries from parents and members of the public and stakeholders efficiently and effectively, referring to the appropriate person where necessary. • Deal with incidents and accidents calmly and professionally, adhering to CHAT policies and procedures at all times. • Recording sickness and absence of staff for the school. • Ensure appropriate forms are filled out and forwarded to relevant departments for new starters and leavers.
performance at all times to ensure a professional and efficient service is given by all team members. • Be an advocate, challenge and support staff to ensure a high quality service is maintained at all times. • Ensure high quality attentive, friendly and helpful reception service which projects a positive and professional image of the school and CHAT Academies Trust and meets the diverse needs of our community, through strong leadership. • Supporting the central Human Resources department in the recruitment and records management of staff. • Supporting the Trusts employee relations for the school.
Attendance & Pupil Welfare
• Ensure registers are completed by teachers daily and alert Head Teacher of any anomalies. • Provide accurate and timely reports of attendance to the Educational Welfare and Attendance Officer. • Ensure that pupils who are late for school sign in as required. • Collate punctuality information and complete regular reports as required. • Add and remove children from role quickly and efficiently, reporting to relevant authorities.
• Oversee the day to day welfare of all students. • Line manage the Welfare Assistant to ensure an outstanding welfare service. • Ensure children are dealt with appropriately who are in need of medical assistance. • Liaise with parents as necessary in a calm and empathetic manner. • Liaise with the Welfare Assistant and provide any necessary information for monitoring systems.
Stronger Together.
Admissions
• Manage the annual admissions cycle for the school and wider CHAT Academies, in liaison with Head of Operations and Community Support and SLT team of the school. • Highlight any spaces to the Head of Operations and Community Support through regular reporting and together with colleagues, fill those spaces. • Support and ensure all regulatory compliances for the admissions procedure and policies are met in the school and across CHAT Academies and they are advertised according to legislation. • Update literature and marketing material in accordance with legislation, including keeping the website up to date.
• Ensure all office staff deal with admissions quickly and effectively, identifying any potential concerns that may affect income including Free School meals and Pupil Premium. • Oversee and where necessary input all student data onto our MIS, including timetables and exporting and importing ATF and CTF files efficiently and effectively. • To manage the creation of all student files with the administration team, making sure that all student information both hard copy and electronic are collected from previous schools in line the Academy policies. • Planning ahead to ensure correct data collection is gathered and maintained.
Finance
• To assist the Trust and school in maintaining budgets and cost effectiveness. • Support procurement at the school and across the Trust. • Collating and placing orders when appropriate and directed to do so. • Ensure Parents/carers pay for items and support robust debt recovery procedures are followed to ensure minimal debt. • Ensure regular reporting to identify risks. • Advise and support parents in using the system effectively • Report any technical problems to Head of Operations and Community Support and Head Teacher. • Working collaboratively with Head of Operations and Community Support to set up new initiatives which would generate income . • Ensure all opportunities for income are monitored and evaluated to ensure value for money. • Ensure parents are accessing all benefits and income that they are entitled. • Ensure CHAT is accessing related funding.
Additional Responsibilities
• Oversee the general running of the Academy office to ensure professionalism and efficiency. • Undertake any appropriate administrative or clerical work to support the Head of Operations and Community Support and SLT team, including data entry, filing, photocopying and mail distribution. • At all times to conduct the post as an ambassador of the values and ethos of the Trust with a focus on ensuring the best possible support for the delivery of outstanding teaching and learning for all pupils in the CHAT schools. • Undertake all work with due regard to the safeguarding and protection of children, and to health and safety requirements.
• Organise and attend meetings where necessary and carry out agreed actions in a timely manner. • Undertake all work with due regard to best practice and legal requirements relating to diversity and equality. • Attending meetings to represent the department. • Some out of normal working hours may be necessary. • Undertake any other appropriate work as directed by the head Teacher, Head of Operations and Community Support or Chief Executive.
Stronger Together.
General Maintenance and Capital Works Oth r duties Person Specification
Quali f ications Desirable • A level 4 in school business management or equivalent
Experience Essential • Previous experience as a leader in an educational or comparable setting • Robust knowledge of admissions, attendance and statutory obligations • Knowledge of different data bases • Substantial experience of working in a customer-facing role • Extensive experience of working in an administrative role • Knowledge and understanding of safeguarding Desirable • Previous school/educational experience
Personal qualities, abilities and skills
Essential • You will need to have a can-do attitude with interpersonal skills • You will need to be committed to providing excellent customer service and to the aims and objectives of CHAT as a provider to the highest quality education to children in our area • Organised and efficient • Inclusive and collaborative approach • Excellent understanding of data, gathering and presenting • Strong IT Skills • Willingness to undertake training to improve skills base or adapt to changing circumstances • Commitment to Equal Opportunities
• Ability to be discreet and maintain confidentiality; awareness of data protection issues • Understanding of the educational environment • Commitment to the aims of the Academies working together as a Trust • Self-motivated with drive, initiative and high degree of pro-activity
• A flexible and proactive approach
• Ability to respond and manage change
• Team player, commitment to working as a positive and constructive team member • Understand and comply with GDPR
APPLICATION PROCESS
Applications should consist of a CV and covering statement outlining key matching experience and rationale for applying for the post. Applications should be sent to our retained recruitment advisor, The Management Recruitment Group, for the attention of: Rob Cullum E: rob.cullum@mrgpeople.co.uk T: 020 3692 9900 M: 07973 193 785 Closing date for applications is 11:59pm on Sunday 10th January 2021 . First-stage interviews are scheduled to take place week commencing Monday 25th January 2021.
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