Administration Manager

We are seeking to appoint an experienced Office Manager to support the Headteacher in a professional administrative capacity. The individual will be responsible for the efficient administration duties of the admin team, keep staff records up to date and provide administrative support regarding recruitment of all new staff., To support the Headteacher as their professional administrative assistant and be responsible for the efficient administration duties of the admin team and the wider leadership team. Keep up to date staff and pupil's records relating to attendance, contacts and medical needs Following Trust processes, manage all aspects of HR administration including recruitment, staff absence and personnel records Manage safeguarding administration and be responsible for monitoring the Single Central Record (SCR) To ensure the school administrative processes are accurate, secure and GDPR compliant Supporting other staff with understanding and ensuring we are fully compliant with all financial procedures. To oversee all HR administration regarding personnel, recruitment induction and HR processes. To manage and co-ordinate the finance process within the school. Main duties and responsibilities:

• To support the Headteacher with their administration by acting as a first point of contact for callers, dealing with emails and phone calls by responding, passing on messages or highlighting them for their manager's attention
• Managing diaries and organising meetings and appointments.
• Organising events and hospitality
• Reminding the Headteacher of important tasks and deadlines and supporting by typing, compiling and preparing reports, presentations and correspondence
• To update Arbor and other school records ensuring all files remain up-to-date and in accordance with Data Protection legislative requirements and to participate in maintaining back-up systems.
• Be the first point of contact for HR queries, information requests and carry out associated administration including completion of staffing forms and checking staffing reports. Liaising with central trust team as required.
• Maintain staff files, ensuring confidentiality regarding such records (GDPR), following file retention and archiving guidance
• Maintain the Single Central Record, process DBS and other pre-employment checks and Letters of Assurance.
• Following Trust processes, undertake associated HR administration, to support the recruitment/induction, absence management and leavers processes
• To undertake the necessary administration associated with the school's intake of new pupils and pupils leaving the school, ensuring records are forwarded appropriately. To maintain pupil records appropriately ensuring confidentiality.
• To be responsible for the maintenance of electronic and manual records including completion of census returns, reports and statistics as required by the Trust/DFE/LA and/ or other third parties
• Be responsible for confidential secretarial, administrative and clerical duties relating to all aspects of the Headteachers work including management of diary, scheduling academic year and meetings, correspondence, records, exclusions, personnel work and minute taking.
• Provide administrative support to the SLT and support whole school events e.g. parent evening and public events
• Administration and minute taking of staff briefings and leadership meetings
• Oversight of reception and office staff, line managing appropriate members of the team
• To be aware and ensure that school administrative processes comply with national and SPT policies
• Receive and appropriately deal with all incoming electronic communications to the school's general email
• Manage and co-ordinate the whole school calendar
• Follow Trust financial processes relating to purchasing, invoicing, payments, credit card expenditure, and banking. Support staff with related enquiries and liaise with the central team as appropriate
• Understand and work within the Trust's financial procedures including purchasing, invoicing, payments and banking.
• Liaising with the central finance team.
• Supporting other staff with understanding and ensuring we are fully compliant with all financial procedures.
• Raising purchase orders using PS Financials and managing stock.
• Regularly scrutinise purchase orders on the system, including chasing goods which are overdue.
• Ensure all financial information is filed correctly, including electronic and paper.
• Support the Office Manager and members of the Senior Leadership Team as required.
• When appropriate and invited by the Headteacher, attend budget monitoring/setting meetings with the trust finance team
• Process approved expense claims and overtime forms and maintain accurate records
• Liaise with suppliers, contractors and external agencies as required
• Book supply staff and liaise with Headteacher to provide bank/internal staff cover
• Managing staff absence including recording, reporting, monitoring Bradford scoring index and following up with HR/Headteacher when required
• Manage work placements and volunteers
• Carry out inductions for new staff as applicable
• Key role in the school's fire evacuation procedures and emergency communications
• Liaise directly with the media when necessary, supporting the Headteacher or SLT
• Support Ofsted inspections, working with other administrative staff.
  
  This is an exciting opportunity, to join our team and to support and develop the school in line with its shared values and improvement priorities. Doubletrees School provides a creative and ambitious centre of learning for over 100 pupils with a range of complex learning and communication needs aged from 2-19 years.
The school is a member of the Special Partnership Trust, an ambitious and inspiring collaboration of specialist provision in Cornwall, with a focus on excellence in learning for everyone.

As our employee, you have access to our exclusive platform, Extra Special. This is now the place to go for all your rewards and benefits at Special Partnership Trust, including your brand-new discounts package and Health Cash Plan - Simply Health. There are hundreds of fantastic employee discounts to be redeemed online and instore. Whilst also spreading the cost of those big purchases with our new SmartTech offering. We will offer you a detailed induction and ongoing, high quality professional development opportunities to fully develop in your role. You will have the opportunity to work across our setting to further enhance your career progression. A commitment to continuing your learning journey is necessary. If you have the commitment, energy, initiative, and drive to help us meet our core values, then we welcome your application. Commitment to safeguarding