College Office Manager

TipTopJob; Wymondham; On-site; GBP 33,000 - 38,000; Full time

Job description

Location: Wymondham

Salary: FTE A GBP 33,336 : A GBP 37,938 per annum

Hours: 37 hours per week, including 24 Saturdays during term time 08:00-12:00 (to be taken as TOIL during published school holidays)

The College is a member of the Education Trust. The Trust is an expanding multi-academy trust with 13 primary and 9 secondary schools.

The Role

They are looking for a hard-working and enthusiastic person with high standards and the ability to communicate and interact effectively with others as part of their school as a College Office Manager.

The College Office is a busy and well-organised environment and is responsible for the administrative function across the College, supporting several departments.

The College Office Manager will be responsible to the Head of Operations and will ensure the administrative function of the College continues to be the lifeline of the College. This will be achieved by allocating work to all members of the central administration team, ensuring that targets and deadlines are met in accordance with statutory and College provision.

Key Responsibilities

• Line manage the College Office team, Receptionist and Reprographic and Delivery staff to ensure a high-quality administration service across the College;
• Ensure the College Office team responds promptly to parent support queries and directs them to the correct department;
• Ensure the Reception team promotes a professional image of the College, ensuring that telephone calls are dealt with effectively;
• Allocate work to individual team members ensuring that priorities are met and that output is to a high standard of accuracy and quality;
• Ensure consistent standards are met by each team member;
• Train and develop team members as required to ensure multitasking;
• Monitor and review team efficiency and output and make recommendations to the Head of Operations for improvement;
• Allocate staff as appropriate to support academic departments across the College;
• Take minutes of meetings for members of the Senior Leadership team as required;
• Provide secretarial support to members of SLT as required, including drafting and preparing letters, presentations and spreadsheets;
• Set performance objectives for the team and conduct performance management appraisal periodically;
• Support with the arrangements for EXEAT weekends and the end of term, including booking the travel and transport as required;
• Manage the lettings function at the College, including liaising with the Estates, Cleaning and Catering Teams and the House teams;
• Have operational responsibility for Data Protection and GDPR requirements, including being the initial point of contact for all data breaches;
• Manage the payment system for lunches and other purchases within the College, including the management of the free school meal vouchers programme;
• Manage the biometric system within the College;
• Have oversight of the purchasing function across the College;
• Develop and implement College administration policies;
• Undertake any other reasonable tasks as directed by the Principal/Head of Operations.

Skills And Qualifications

• A good level of literacy and numeracy;
• NVQ Level 3 or equivalent in administration;
• Level 3 or equivalent in Leadership and Management;
• Experience leading and managing a team;
• Exceptional knowledge of Microsoft Office procedures;
• Experience in education would be desirable;
• The ability to communicate clearly and tactfully using appropriate methods and an awareness of the impact of your own communication on others;
• Able to maintain positive relationships with all and work as an effective and flexible part of a team; willing to change methods of work and routines to benefit the team;
• Ability to multi-task and work under pressure;
• Flexible and resilient in managing and executing daily responsibilities.