Post: School Office Manager
Duties and responsibilities: This postholder will provide clerical, secretarial, administrative and financial support to the Head Teacher and school including assisting with budget management.
Specific responsibilities include:
- Maintaining and monitoring the school’s budgetary allocation and providing financial information as directed by/in liaison with, the Head and other members of the Management Team including:
- Working in liaison with Governors, Head or other members of the school management team in the setting and apportionment of the Annual Budget for the coming year.
- Providing the school management team with a range of financial and budgetary information as required, ensuring that these do not exceed overall budgetary allocation.
- Responsibility for ensuring accurate monitoring of budgetary expenditure throughout the year.
- Responsibility for compiling and returning statistical information as required for County Hall, DfES, etc.
- Operating the schools financial procedures in accordance with statutory guidelines, Financial Regulations, School and Education Departmental Policy and Practice.
- Responsibility for the implementation and development of new and revised financial accounting systems.
- Responsibility for maintaining the computerised Financial System.
- Accurate recording data relating to the ordering, scheduling, receipting and payment of goods and services, ensuring that financial deadlines are met.
- Input/output of data and production of associated reports.
- Monthly reconciliation of school accounting system to County Hall mainframe accounts including the detection and correction of errors.
- Managing the administration of income into the school budget.
- Understand the implications of the Data Protection act and other legislation to ensure confidentiality of records and information is maintained.
- Responsibility for establishing contacts with a variety of outside suppliers of goods or services, the receipting of goods and invoice processing.
- Responsibility for collecting and reconciling school monies and providing statistical information as required; administering free school meals and milk in schools scheme.
- Managing the imprest petty cash account.
- Responsibility for the management of the School Fund account.
- Responsibility for administering schools admissions procedures and accurately maintaining the pupil related information system.
- Responsibility for completing staff returns, and reconciling queries.
- Ensuring the provision of clerical support including typing/word processing, reprographics and filing.
- Liaising with the School Health Service in relation to pupil welfare.
- Responsibility for ensuring that an effective reception and switchboard service is provided.
- Supporting Governing Body Committees, including typing and distribution of minutes etc.
- Liaising with staff for organising school visits, camps and extra curricular activities.
- Managing other clerical staff within school.
- Management of the administration of employment contracts.
- Management of lettings administration.
- Responsibility for maintenance of staff absence and insurance schemes.
- Arranging supply cover for absent staff.
- Undertaking any other duties which may reasonably be regarded as within the nature of the duties and responsibilities/grade of the post as defined, subject to the proviso that normally any changes of a permanent nature shall be incorporated into the job description in specific terms.
