Office Manager

Job content

Company Description

The Loddon School is a residential school based in Sherfield on Loddon, founded by Marion Cornick in 1988 as a charitable trust. The school provides a nurturing and therapeutic environment for children and young people aged 8-19 with severe and complex learning difficulties and autism. The school’s approach emphasizes personalized care and support alongside a whole person approach to ensure children can learn life skills proactively and positively.

Role Description

This is a full-time role for an Office Manager. As an on-site position, the successful candidate will be responsible for managing and supporting the running of the school’s administrative functions, including overseeing the work of support staff and ensuring effective office administration. The Office Manager will be responsible for liaising with external partners, maintaining office equipment and handling customer service queries. The successful candidate will report to the School Director.

Responsible for the public face of the school, interface with school community and visitors such as parents, social workers and other professionals. Ensuring that that enquiries or complaints are dealt with in a timely manner.

· Responsible for line managing the administrative staff and ensuring their continuous professional development is monitored.

· Overseeing the daily administrative tasks in the main office and adhering to all organisational processes within the school maintaining confidentiality at all times.

· Acting as first line support for the principal.

· Preparation and collation of information for Ofsted inspections (Annex A).

· Responding to enquires from perspective parents and professionals, providing them with information when required or liaising with colleagues.

· To provide support to the Principal and Leadership team.

· Establish relationships and communication with all staff and other agencies and professionals.

· Responding to enquires via phone, email or letter in a timely and professional manner.

· Ensure that all staff and visitors are greeted into a welcoming, tidy and professional environment and report any repairs and monitor the main office/porch environment.

· Line manage and supervise all administrative staff to ensure smooth running of the school office and all administrative tasks and enquires are dealt with promptly. Responsible for administrative staff CPD (Continuous professional development) and appraisals.

· Co-ordinate key school events liaising with colleagues to ensure preparation and planning happens smoothly. Send invites to parents and relevant people to events.

· Required to support with setting up on key school events

· To ensure databases are kept up to date and monitor information such as addresses, CCTV monitoring form, Annex A and other data that may be required.

· To liaise with Children’s Services Managers and Teachers for furniture requirements and order in any necessary items.

· To work with the finance department to send out annual fee letters and postage funds.

· To collate information for the annual school census in January and submit documents following approval from the Principal.

· Oversee the google databases and send out google documents for all staff so they can order clothing or respond to all staff questionnaires.

· Support the administrative team to update the holiday diaries in the main office for day and night staff.

· Monitor and oversee arrival and departures of visitors.

· Oversee admission referrals and liaise with Principal and Assistant Principal (Transitions).

· Oversee and monitor the digital archiving process in line with GDPR (General Data Protection Regulation).

· Order, monitor and manage stock ensuring best value for the schools purchasing process.

· Working with the administrative staff to ensure all general office duties are completed.

· Collate and distribute weekly news and communication to all staff (daily bulletins and Newsense) if required.

Additional duties & requirements

· Be committed to the safeguarding and promotion of the welfare of the children and young people.

· Comply with the policies and procedures in relation to child protection, health and safety, GDPR and equality and diversity.