Bath & Wells Multi Academy Trust

Job Title: Office SupervisorLocation: Batheaston Church SchoolSalary Range: SCP 17-20 £18,672-£19,819Reports To: HeadteacherFull/Part time: Part Time 37 hours term time only

The Aim of The Bath & Wells Multi Academy Trust: To ensure that every school within the Trust provides an outstanding education for every child, rooted in its distinctively Christian ethos.

Bath & Wells Multi Academy Trust Mission Statement: John 10:10 ‘That they may have life, life in all its fullness’ The Bath & Wells Multi Academy Trust’s mission is to provide an education which is life-enhancing for every child. We promise an experience which is lovingly inclusive to all pupils.

Job PurposeAs School Officer Supervisor you will be using your expertise in running a school office, responsible for the school’s administrative functions to include pupil and staff data and day to day finance administration.

Main Responsibilities and DutiesHR and Payroll Processes As part of this role you will be required manage and oversee your allocated school’s HR and Payroll processes and paperwork for all starters, leavers, contract changes, monthly variations, this includes the following areas: Key Responsibilities Responsible for all administration in relation to staff, including personnel files and electronic

staff data. Undertaking administration associated with staff appointments and personnel Maintaining a single central record for safeguarding, carrying out preliminary checks for DBS

forms. Responsible for the organising of supply cover, maintain supply diary and records and

submitting supply claim forms. Completing monthly payroll paperwork/reconciliation to ensure staff changes, sickness, SMP

and overtime are administered and paid correctly. Monitoring of sickness for escalation. Submission and monitoring of absence and maternity scheme claims. Responsibility and oversight of the School's single central record Submission of workforce data requirements Finance, Procurement and Contract Management Responsible for the appropriate procurement of day to day goods and services for the school to ensure compliance to the Trust's Finance policy and value for money is achieved. Management of service delivery and contract management review of all outsourced services such as IT support.

Key Responsibilities Day to day responsibility for finances including raising orders, processing invoices and

recording income Providing information to the Hub Business Manager when requested Reviewing and maintaining a school contracts database Leading in the procurement of goods and services to ensure that the Trust's procurement

policies are adhered to. Effective analysis of alternative goods/services to ensure value for money is being achieved.

General Administrative Support To ensure the efficient and effective running of all school administration tasks To work in line with and comply with the BWMAT’s and school’s policies and procedures, and

report any concerns to the Head Teacher Acting as Personal Assistant to the Head Teacher, including the provision of secretarial and

administrative support for the Head Teacher and Leadership Team. Producing reports and completing statutory returns as requested Maintaining an inventory of school assets Managing any lettings of the school premises including paperwork and income. In conjunction with the Site Manager/Caretaker, organising any day to day maintenance. Ensuring safeguarding administration is in line with the Trust’s required process and dealt

with on a timely basis. Responsible for ensuring that the school’s pupil data information is accurately maintained Oversight of pupil attendance Oversight of the admissions processes Ensure the effective use of ICT within the school office and setting up all new staff Ensuring the school complies with the Data Protection and Freedom of Information Acts Updating the school website on a regular basis to ensure all information is accurate and up to

date. Covering reception/telephones when necessary

Supervision and ManagementThis role is responsible for the effective running of the school office and site management Key Responsibilities

Supervision of the school office staff Supervision of premises staff ensuring the effective performance of any in house cleaners,

school crossing patrol Supervision of the caretaker to ensure premises are properly maintained to appropriate

standards and compliance with service agreements and statutory Health & Safety requirements.

Undertaking appraisals and performance management of staff

Problem Solving, Creativity and Decision MakingTo deal with changing and conflicting deadlines and frequent interruptions to work, supervision of staff and allocation of work. 

Work to deadlines; to prioritise own workload and allocation of duties to other team members. 

 

Frequently deals with non-routine queries and forwarding matter to appropriate staff where necessary. Key Contacts and RelationshipsSchool Senior Leadership Team School OfficeKitchen and Premises Staff Hub Business Manager Financial Controller Central HR team External Service Providers

Resources General office equipment e.g. word processor, photocopier, fax machine and telephone.  Use finance software 

Working Environment

Office based post with occasional driving requirements to attend meetings.  

PERSON SPECIFICATION

Job Title: Office Supervisor Location: St Andrews Church School

KEY CRITERIA ESSENTIAL DESIRABLE

Qualifications and Experience

Experience of working in an office environment.

NVQ level 2/BTEC Diploma or equivalent in administration

 

Knowledge of administration within a school environment 

Knowledge of school administration and finance practices 

Experience of working in an administration role within a school 

Knowledge of HR, payroll and recruitment processes. 

Safer recruitment training  Experience of supervising

other staff

Knowledge Knowledge of and ability to use

Microsoft Office Systems  Knowledge and ability to use

accounting and budgeting systems  Experience of dealing with a varied

workload  Ability to deal with and resolve

questions and queries of staff, pupils and parents

Knowledge of school administration and finance practices 

Knowledge and ability to use accounting and budgeting systems 

Skills and Abilities

Excellent written and verbal skills  Good interpersonal skills, ability to

communicate to a wide-ranging audience 

Good organisation, prioritisation and time management skills 

Ability to use own initiative  Good numeracy and literacy skills  Attention to detail with an eye for

accuracy  Good IT skills,   Ability to work within a team 

Able to use Microsoft Excel and word (or equivalent) to an intermediate level 

Work-related Personal Requirements

Patience  Flexibility  Commitment to providing excellent

administration practices 

An understanding and/or first-hand experience of the Church of England, its ethos, ability and structure. 

Commitment to the wider mission of the Church 

I agreed that I have read the job description which is fair and accurate statement of the requirement of the position: Job Holder:  ………………………………………………………….     Date: ………………… 

Line Manager: ………………………………………………………      Date: …………………