Job Description

The School Office Manager is a pivotal administrative role responsible for ensuring the efficient and smooth operation of the school's administrative functions. This position serves as the central point of contact for students, parents, staff, and external stakeholders, providing essential support to the Principal and other school personnel. The School Office Manager supervises office staff, manages administrative systems, and handles financial and organizational processes, while maintaining strict confidentiality.

Key Responsibilities:

1. Office Management & Supervision:

Supervise and oversee the day-to-day work of the administrative team within the school office, including delegating tasks and managing workloads. Contribute to the planning, development, and organization of support service systems, procedures, and policies to enhance efficiency. Train, mentor, and develop administrative staff as appropriate, fostering a positive and productive work environment. Organize and coordinate school visits, events, school photographer arrangements, and other school-wide activities. Ensure all visitors receive a warm welcome and adhere to safeguarding procedures.

2. Administrative Support:

Provide comprehensive administrative, secretarial, and organizational support to the Principal, leadership team, and Governing Body. Manage calendars, schedule appointments, coordinate meetings, prepare agendas, record minutes, and distribute materials. Undertake word processing, IT-based tasks, and prepare school correspondence, reports, bulletins, and newsletters. Manage and maintain various school records, including pupil records, staff records, and financial documentation, ensuring accuracy and compliance with relevant regulations (e.g., student data privacy, DfE census). Coordinate admission arrangements for pupils, maintain waiting lists, and allocate nursery spaces in accordance with school policy. Handle first-day attendance responses, maintain records of absence/lateness, and highlight concerns to senior leadership. Manage the school's communication systems, including handling phone calls, emails, and general inquiries from parents, students, and staff. Coordinate and monitor requests for substitute teachers, ensuring appropriate coverage and providing necessary information and access.

3. Financial Administration:

Manage financial administration procedures in line with current school/Trust financial regulations, maintaining appropriate records for internal audit. Reconcile income received, maintain accurate financial records, and ensure cash is stored securely. Be responsible for ordering resources and supplies, ensuring best value and managing inventory. Assist with the preparation and monitoring of the school budget, tracking expenditures and preparing periodic financial reports. Process purchase orders, internal requisitions, and maintain materials and supply inventory. Oversee payroll items and maintain absence records for personnel where applicable.

4. Human Resources Support (as applicable):

Assist with HR functions, such as maintaining personnel records, publicizing vacant positions, filtering applications, and generating correspondence. Support the onboarding process for new employees. Coordinate professional development opportunities for staff.

5. Compliance & Safeguarding:

Ensure compliance with all relevant policies and procedures, including child protection, health and safety, security, confidentiality, and data protection (e.g., GDPR, FERPA). Report all concerns to an appropriate person. Maintain accurate first aid records and report any incidents involving staff, visitors, or students.

6. Facilities & Resources:

Operate relevant office equipment and IT packages (e.g., SIMS, Microsoft Office Suite, Google Workspace, school management software). Provide advice and guidance to staff on administrative issues. Assist with the organization of premises repairs and maintenance as directed. Manage the school's communication system.

7. Stakeholder Communication & Relationship Management:

Develop constructive relationships and communicate effectively with all staff, students, parents, visitors, and external agencies/professionals. Serve as a liaison between parents, faculty, the school site, and district administration. Address concerns and facilitate problem-solving with a professional and empathetic approach.

Required Skills and Qualifications:

Education:

High School Diploma or equivalent required. Bachelor's degree in Business Administration, Education, or a related field preferred. Certifications in office management, project management, or relevant areas are a plus.

Experience:

Minimum of 3-5 years of experience in an administrative or office management role, preferably within a school or educational setting. Experience supervising or managing administrative staff is highly desirable. Proven experience with financial administration and budget management.

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience with school management software (e.g., SIMS, MIS systems). Strong data entry and database management skills. Familiarity with communication platforms and office equipment.

Soft Skills:

Excellent Communication:

Strong verbal and written communication skills, with the ability to interact effectively with diverse stakeholders.

Organizational & Time Management:

Exceptional organizational, planning, and prioritization skills to manage a complex workload and meet deadlines.

Attention to Detail:

Meticulous accuracy in all administrative and financial tasks.

Problem-Solving & Decision-Making:

Ability to identify issues, analyze situations, and make informed decisions to resolve challenges promptly.

Leadership & Team Management:

Ability to lead, motivate, and guide administrative staff, fostering a collaborative team environment.

Interpersonal Skills:

Tact, patience, courtesy, and the ability to build strong relationships.

Adaptability & Flexibility:

Ability to work under pressure, manage conflicting priorities, and respond effectively to changing school needs.

Confidentiality:

Utmost discretion and ability to handle sensitive information with integrity.

Proactive & Initiative:

A "can-do" attitude with a solution-focused approach.

Customer Service Orientation:

Committed to providing excellent service to all internal and external stakeholders.

Preferred Qualifications (Non-Essential):

Familiarity with a second language (e.g., Hindi, as per the current location). First Aid certification. Knowledge of educational regulations and student data privacy laws specific to the region.

Working Conditions:

Typically works in a school office environment. May require occasional attendance at evening meetings or school events. Fast-paced environment with varied demands.
This job description is intended to provide a general overview of the responsibilities and qualifications for the School Office Manager role. Specific duties may vary depending on the size and structure of the school.

Job Type: Full-time

Pay: ?10,000.00 - ?20,000.00 per month

Schedule:

Day shift
Work Location: In person

Speak with the employer

+91 9407485032