School Office Manager

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About The Role

General duties

Oversight of the school’s MIS system Bromcom including user management, timetables and data reporting.
Work with the relevant staff within the school and support with the distribution and monitoring of delegated tasks appropriately
Actively contribute to the School Development Plan, making meaningful and considered suggestions in areas where the school requires them most.
Promote the highest standards of business efficiency within the administrative function of the school.
Engage in Health and Safety monitoring and oversee key compliance reporting and policy review (e.g. Legionella Management Policy).
Ensure the highest and most effective use of resources, which positively contribute to the school’s learning objectives.
Contribute to, and model, the school’s vision, values, learning styles and ethos.
Work, as required alongside the SLT and be a positive and proactive advocate of the school’s continued progress and success.
Undertake relevant responsibilities as delegated by the Head of Centre
Be a highly involved member of the school community and be active in aspects of school life, including developing positive relationships with staff, pupils and parents.

How To Apply

Financial resource management

Support the Head of Centre to monitor the school’s budget and ensure value for money is achieved.
Assess what internal staff structures the school needs to maximise effectiveness and determine which aspects can be outsourced.
Oversight of self-employed staff and alternative provision compliance
Have a sound understanding of the pupil premium grant and how to track its effectiveness.
Keep up-to-date with the latest changes to financial policy and funding opportunities.
Be aware of the reports that need completing and ensure that these are submitted in a timely manner.
Attend, as required, meetings with the SLT providing information as necessary and contribute to discussion relating to methods of development in terms of the school’s spending.
Support the Head of Centre to maintain and review the school’s risk register and take action to address any high-risk situations.
Monitor service level agreements and contracts to ensure effectiveness of delivery and value for money.
Work with the Head of Centre to ensure that appropriate credit controls are in place for income streams, such as catering.


Administration management Work with and maintain administrative systems, ensuring that maximum efficiency is achieved. Monitor and assess the administrative performance of the school, ensuring transparency and honesty. Handle sensitive and/or confidential data, in adherence with relevant data protection regulations. Remain up-to-date with DfE statutory guidance and legislation that impacts the school inclusive of the 32 Independent School Standards Prepare information for publication and contribute to the development of the school’s website.

ICT and management communication systems Understand what to do in a situation where there is a technical failure, so that the school system could still operate effectively. Be familiar with data protection legislation and how it will impact upon the school’s practices, in liaison with the Data Protection Officer Understand the management information systems that are currently used in the school and remain up-to-date on new technologies that may be more efficient. Ensure that the school has a strategy for using technology, which is aligned to the overall vision and plans for the school and ensures value for money. Establish systems to monitor and review the performance of technology within the school, making amendments as necessary. Ensure resources, support and training are provided to enable staff to use the software effectively.

HR management Ensure that the school’s polices are circulated, read and understood by the relevant members of staff, such as ensuring a new starter receives the policies. Handle grievances appropriately and implement any necessary actions, in conjunction with the Head of Centre. Be actively involved in the recruitment process of new staff, being able to identify the skills, knowledge and understanding that will be required of candidates. Give constructive feedback to staff, handle potentially complicated or uncomfortable situations and take the necessary actions following this. Work with payroll software, offering guidance to colleagues where appropriate. Contribute to ensuring equality and confidentiality for all staff in line with the school’s policies and procedures. Assist the SLT and relevant staff members in ensuring that the school meets all statutory obligations. Manage the performance, discipline, grievance and competence procedures of the administration and office teams. Be a point of contact for the Head of Centre, SLT and trustee board in regard to employment law and associated matters, including updates to policies and procedures. Support the Head of Centre to evaluate the school’s strategic objectives and obtain information for workforce planning. Help staff identify areas for CPD and organise these opportunities appropriately.

Health and safety Manage health and safety arrangements, in liaison with the Head of Centre ensuring that these practices meet statutory obligations and that they are reflected in the school’s Health and Safety Policy. Ensure that health and safety issues are monitored effectively, and delegate responsibility to the relevant members of staff. Establish and implement a system that can be used to identify potential hazards, taking the relevant action from this identification.

Safeguarding Understand the school’s procedures for if a pupil discloses a potential safeguarding concern and what to do in the case of a child protection concern. Be a general and active advocate of maintaining excellent safeguarding standards across the whole school and improving these where possible. Understand safer recruitment practices, pre-employment checks and the DBS. Ensure that staff and pupils are effectively safeguarded to minimise the risk of harm to all.

Facility and property management Ensure that outsourced services achieve value for money. Manage catering and cleaning service, ensuring they remain consistently effective. Ensure that all furnishings and fittings are kept in good repair and meet relevant safety and sustainability standards. When new furnishings and fittings are required, ensure that they are appropriately sourced and achieve value for money. Manage the school’s environmental impact, review wastage and consumption, and suggest well-researched methods of improvement to the Head of Centre. Manage school lettings, ensuring that they meet legal requirements, such as those in relation to British values and safeguarding legislation, and that the lettings do not damage the school’s ethos.

Other duties

The individual will be required to undertake such other duties appropriate to the salary grade and content of the work as may reasonably be required. Therefore, the list of duties in this job role should not be regarded as exclusive or exhaustive. Please note that, in consultation with you, Red Balloon – Norwich reserves the right to update your job description to reflect changes in, or to, your post.

Diversity

Red Balloon – Norwich believes that everyone has the right to be treated equally and that the diversity of individuals and groups should be embraced, valued, and respected. Red Balloon – Norwich is committed to eliminating any form of discrimination be it direct, indirect, harassment or victimisation, and to support this the Charity has a number of policies that you should ensure you are familiar with and compliant to. All policies are available on the electronic Microsoft Teams shared drive, website or accessible from the main school office.

Right to Work

Red Balloon – Norwich cannot employ a person who does not have permission to live and work in the UK as stated by current British and European Law. Immigration guidance information is available upon request for further information. All members of staff working for Red Balloon – Norwich require an enhanced with barred DBS check and overseas check where appropriate.

Health & Safety

You are responsible for ensuring that workplace responsibilities within your department are carried out with full regard to, and in support of Red Balloon – Norwich’s core policies and procedures.

Sustainability and Environment

Red Ballon – Norwich is fully committed to sustainable development and environmental initiatives. It accepts its environmental responsibilities and recognises the contributions it can make to the resolution of global, regional and local environmental issues. The Charity will continuously seek to improve its environmental performance and will comply, as a minimum, with all relevant environmental legislation, regulations and codes of practice.

Data Protection

You will be responsible for ensuring that workplace responsibilities, within the department, are carried out in compliance with the requirements of Keeping Children Safe in Education 2024, Data Protection Act and the Employment Practices Data Protection Code 2002, especially concerning confidentiality, treatment of personal information and records management.

General Information

Red Balloon is a registered charity providing education for young people aged 11-17. The Charity is committed to safeguarding and promoting the welfare of children.

All staff are expected to share and support this commitment and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosing and Barring Service.

The job specification details the main outcomes required and should only be updated to reflect major changes that impact on the outcomes for the job. Specific tasks, goals and performance criteria will be agreed through the Performance Management scheme.

All work performed/duties undertaken must be carried out in accordance with relevant Red Balloon philosophy, policies and procedures, within legislation, and with regard to the needs of students, staff and parents/carers.

Person Specification

Essential requirements are those, without which, the candidate would not be able to do the job. It is expected that the post holder will have the knowledge and qualifications indicated or equivalent qualifications and experience.

Desirable requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.

Office Manager person specification

Qualifications and training
Essential	Desirable
A degree equivalent qualification or higher Safer recruitment training	Health and safety training. Website Management
Skills and experience
Essential	Desirable
Experience of working with payroll software and MIS systems Experience of supporting management with the Safer Recruitment Process including the Single Central Record Experience of facilities management. Experience of supporting management to effectively manage the school’s operational budget.	Previous experience as an Office Manager Have supported a SLT in an education based setting. Experience of financial reporting and supporting colleagues to present key data.
Knowledge
Essential	Desirable
A good understanding of school improvement practice, including school improvement planning, monitoring and reviewing progress. The ability to present a wide range of specialised information to both school staff and others. A proven ability to work sensitively and effectively with colleagues to help them to improve their everyday practice. The ability to lead and manage the work and outcomes of other people, as well as working in a team. The ability to prioritise their workload with conflicting deadlines, whilst maintaining a high level of accuracy and attention to detail. Problem-solve and create innovative solutions. Possess excellent ICT skills with a sound knowledge of software packages, such as Microsoft.	Capacity for, and interests in, enhancing further personal development. Experience of applying for school grants, fundraising and submitting bids.
Personal traits
The successful candidate will be
Committed to promoting high-quality care to pupils. Dedicated to promoting their professional development and achieving desired qualifications. Able to plan and take control of situations. Committed to contributing to the wider school and its community. Capable of handling a demanding workload and successfully prioritising work. Professionally assertive and clear thinking.
Additional requirements
The successful candidate will have
A calm and organised nature. Excellent verbal and written communication skills. Excellent time management and organisation skills. A flexible approach towards working practices. High expectations of self and professional standards. The ability to work as both part of a team and independently. The ability to maintain successful working relationships with other colleagues. High levels of drive, energy and integrity. A commitment to equal opportunities and empowering others. An enhanced DBS certificate (enhanced with barred list check) At least two valid professional references