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School Office Team Leader

Southend East Community Academy Trust

School Office Team Leader

£28237

Southend East Community Academy Trust, Prittlewell, Southend-on-Sea

  • Full time
  • Permanent
  • Onsite working

Posted 2 weeks ago, 16 May | Get your application in now before you miss out!

Closing date: Closing date not specified

job Ref: fb1d5ce8d76341afbf17edfc03a3c3d3

Full Job Description

  • To support the Headteacher / Executive Headteacher with the day to day running of the school office and the wellbeing of staff and pupils.

  • To provide financial and HR assistance to the school and Trust teams, as well as to contribute to the delivery of an efficient and effective high-quality service.

  • To enable the school to meet its objectives by taking responsibility for overseeing specific areas of administrative functions used within the school environment to ensure the delivery of a high quality service.


    • Finance:
  • Assist with the monitoring of the school's budget by monitoring income and expenditure liaising with the Trust's Finance team.

  • Provide on-going budgetary information to the relevant budget holders, meeting with them to ensure they understand and refer to the budget reports in IMP/PSF.

  • Raise requisitions ensuring sufficient funds are available beforehand and liaise closely with the Trust's Finance team.

  • Prepare virements with the Link Finance Officer.

  • Attend monthly Finance meetings (Usually held at SECAT House).

  • Assist in the sourcing of quotes for goods and services as required, from the list of Trust approved contractors and suppliers, to ensure best value adhering to Financial Regulations.

  • Assist with the management of lettings and liaise with the Trust's Finance team to issue invoices for lettings liaising with the appropriate outside agencies and the Trust Estates team, following up their prompt payment and debtors.

  • Assist in the preparation and maintenance of the Trust Asset Register and equipment register.

  • Arrange any recharges or the like, on a monthly basis, questioning appropriate areas and sending to the Trust's Finance team for processing.

  • Notify the Trust Finance team of any income received to be added to the budget and allocated.

  • Assist with the process of staff expenses claims in liaison with the Trust Finance team and HR People as appropriate.

  • Provide statistical information to enable the school to complete such returns as may be required by the DfES, ESFA, Trust teams (e.g. Finance and HR People team).

  • Overall responsibility for nursery admissions, funding and accounting for the nursery settings.

  • Administer school trips


    • Human Resources:
  • Maintain the school's Single Central Register (SCR) in accordance with Ofsted requirements, liaising with the HR People team on starters, leavers, transfers and promotions, as well as cross-checking with other staff data systems, including the Department for Education (DfE) Sign-On.

  • Complete relevant documentation required for those staff starting and leaving in liaison with the HR People team.

  • Undertake appropriate induction of administrative staff, and any others as requested by the Headteacher / Executive Headteacher.

  • In liaison with the HR People team maintain accurate and up to date electronic staff files in accordance with 'HR Staff File Guidance'

  • Assist the HR People team with the monitoring of staff absences and raise any queries or concerns in a timely manner.

  • Administer monthly returns accurately and in a timely manner to the Payroll Manager via the HR Helpdesk in relation to staff absence, unpaid leave, overtime and any other pay related matters.

  • Carry out new and expectant mothers risk assessments in a timely manner and liaise with the HR People team on expected delivery dates, start dates and pay provisions.

  • Liaise with the Headteacher / Executive Headteacher and the HR People team, with regards to the recruitment process of any new staff, following closely Trust procedures and processes to ensure job adverts are uploaded on relevant websites in a timely manner.

  • Maintain and enter basic staff details, absence, training completed and any other required information on the school's HR system.

  • Liaise with the HR People team regarding staffing matters as required to ensure the Trust's procedures comply with legal and regulatory requirements.

  • Attend monthly HR meetings with the Headteacher / Executive Headteacher and HR/SOTL meetings / workshops as diarised., Act as the Bromcom Administrator for the school ensuring that the system is maintained accurately and kept up to date in a timely manner, producing reports and completing returns in accordance with deadlines set e.g. school census and raise any issues or concerns directly with the Bromcom helpline.

  • Assist in the maintenance and any further development of the school website with the appropriate information gathered, evaluated and analysed to ensure consistency.

  • Continue to review, identify and enhance ICT functions used to communicate to staff, parents and the Academy Committees in liaison with the Trust ICT Team as appropriate.

  • Ensure the school website is updated regularly and communication is accurate and current in consultation with the Senior Leadership Team (SLT).

  • Prepare, develop and maintain the visual communication screen with the appropriate information required.

  • Monitor the school's social media applications and oversee the posts inserted by the school.


    • Clerical:
  • Act as confidential personal assistant to the Headteacher / Executive Headteacher, by preparing a wide variety of documents including the Headteacher's/ Executive Headteacher's report, letters and policy documents.

  • Oversee the hospitality arrangements for visitors to the school.

  • Assist the Headteacher / Executive Headteacher with monitoring and reviewing the school security and safeguarding arrangements to ensure compliance, including ensuring all visitors sign in on the signing in system and where appropriate ID and DBS checked and evidenced.

  • Attend relevant Academy Committee meetings, work with and report to the Academy Committee on matters.

  • Manage the various email addresses (e.g. school office, admin, individual) and respond in a professional and timely manner.


    • Line Management:
  • Line manage the office staff and ensure work is distributed fairly, delegating tasks as appropriate.

  • Conduct induction and ongoing appraisals / performance management of office staff.

  • Identify, process and provide as appropriate training and development for office staff.

  • Ensure all office staff are kept up to date as appropriate on school matters and Trust wide.


    • General:
  • Responsible for safeguarding and promoting the welfare of children and young persons for whom the postholder is responsible or comes into contact with.

  • Assist staff and pupils with their enquiries and deal with routine telephone calls as required.

  • Maintain First Aid qualification and administer first aid if required.

  • Comply with individual responsibilities in accordance with the role, for health and safety in the workplace, carrying out risk assessments as appropriate for relevant staff.

  • Respond and action as appropriate any finance and HR related correspondence promptly as required.

  • Ensure that all Trust and school policies and procedures are followed.

  • Ensure that all duties and services provided are in accordance with the Trust's Equal Opportunities Policy and practices in respect of both employment issues and the delivery of services to the community.

  • Ensure that all duties and services provided are in accordance with the Trust's Data Protection Policy and practices and reporting to the Trust's / School's Data Protection Lead (DPL) any concerns or requests.

  • Undertake any training commensurate to the post and attend relevant meetings as required by the Trust or the school

  • Participate in the performance management structure of the school and Trust as directed.


    • The duties above are neither exclusive or exhaustive and the postholder may be required by the Headteacher / Executive Headteacher to carry out appropriate duties within the context of the job, skills and grade at any site within the Trust.

  • GCSE or equivalent (required)

    Southend East Community Academy Trust is a medium business in Southend-On-Sea. We are professional, agile, and our goal is to Richmond is a busy, vibrant school community where we are passionate about promoting and safeguarding the welfare of all our children and are committed to providing a welcoming, community atmosphere in which we can nurture the achievements of every child. Whilst academic learning is highly valued, we also know the importance of a broad and balanced education, with the talents of each child recognised and celebrated, thereby enabling all our children to grow in confidence, develop a sense of responsibility and achieve their personal goals. The children are the reason why we are all here. We will always try to ensure that our children are happy, as children's happiness, safety and wellbeing must always be the priority. We are proud to be a part of the Southend East Community Academy Trust (SECAT) along with Bournes Green Infant School, Bournes Green Junior

    • School, Hinguar Primary School, Thorpedene Primary School and Nursery and Shoeburyness High School..

    Our work environment includes:
  • Modern office setting

  • Food provided

    Job Types: Full-time, Permanent


    • Pay: £25,047.00-£28,237.00 per year

    Benefits:
  • Company pension

  • Cycle to work scheme

  • Discounted or free food

  • Employee discount

  • Enhanced maternity leave

  • Enhanced paternity leave

  • Free parking

  • Health & wellbeing programme

  • Sick pay


    • Schedule:
  • Monday to Friday