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School Office Manager Required As Soon As Possible IAPS co-educational day school, 3 - 11 School Office Manager Required as soon as possible 1 Chinthurst is an independent day school for approximately 190 boys and girls aged from 2 years 9months, to 11 years. It is a growing school which has recently become a part of the Reigate Grammar School family. The school is located between the villages of Walton-on-the Hill and Tadworth. It was established in 1908 and has an excellent academic and sporting reputation, sending children to the most selective senior schools in the area. The pupils may benefit from an early offer and transfer to Reigate Grammar School, following an internal assessment and recommendation. However, others will also be successfully prepared to sit 11+ exams and move on to schools which include Epsom College, St John’s, Caterham, Box Hill School, Hurstpierpoint College and Worth School. The school is non-denominational, but is based on Christian values. Music, sport and drama play an important part in the life of the school. 2 School Office Manager 1. General Chinthurst is a part of Reigate Grammar School (RGS) family of schools, a charity and a company limited by guarantee. The three schools are managed separately but are part of the same company there are two boards of Governors. The Governors delegate the day-to-day running of the schools to the Headteacher and the Bursars. The Headmaster of RGS also acts as Chief Executive of the whole school and the senior school Bursar acts as both Clerk to the Governors and Company Secretary. 2. Governance and Management The Head of Chinthurst is given considerable autonomy in the day-to-day running of Chinthurst, but reports to the Head of RGS and the senior school Bursar regarding major changes of policy, financial matters, staff appointments and disciplinary matters, health and safety, and the maintenance of the school site. The Head meets regularly with the Head of RGS. 3. Job Description Core Responsibilities: Working with the Operations Manager to introduce new processes in the School Office. Communicate with and update the Operations Manager with all matters relating to the running of the School Office weekly or as required. Management, oversight, application and, where necessary, delegation to the school admin team of the various duties concerned with running the school office. Please refer to separate list below. Oversight of the administration, including trend analysis, of first aid and medicines in the school in liaison with and if necessary in place of the Lead First Aider. Oversight, in liaison with and if necessary in place of the Lead First Aider, of information and medicines kept for pupils with specific medical and dietary requirements and dissemination to all staff. Attend meetings with or instead of the Operations Manager that relate to administrative matters as required. Point of contact for the SLT for admin work required and delegate as appropriate. Taking minutes during staff meetings. Booking of training/courses. Event administration i.e. Parent’s Evening. Manage day-to-day workload issues including any flexible working and school holiday working days with the school office team. Fire Warden duties including evacuation responsibilities. Represent the school office on the Health and Safety Committee and attend the termly meetings. Ensure all school office parent communication is proof-read and sent out in a timely fashion. Oversight of admin support to teachers for school trips. Report potential RIDDOR to the Operations Manager and assisting where required. Look at current procedures and suggest points of improvement as required. Ensure job rotation amongst those in the school office. 3 Office duties to be undertaken and delegated as appropriate to the office team: General reception/office duties including: Registers. Answering the telephone. Dealing with deliveries and storing as appropriate. Helping parents with general enquiries. Supporting teaching staff with photocopying. Providing coffee for visitors when requested by members of the SLT. Setting up and putting away for events. Stock-checks for paper, printing ink/toners and ordering. Co-ordinating use, repair and service of admin equipment such as photocopiers, laminators, telephones etc. Sorting and distribution of post. Compiling and printing of the School Calendar. Compiling and printing of programmes for the school e.g. Sports Day, Harvest Festival and concerts. Co-ordinating the organisation of the school photographs. Co-ordinating the sign writing of the honours boards. Updating facilities booking sheet e.g. library. Booking of Church for assemblies and events. Amalgamating termly co-curricular club spreadsheets including communicating to external companies, teachers and parents. Preparing parent forms. Preparing de-reg sheets for all electives. Creating wait-lists where applicable. Chasing outstanding payments. Co-ordinating School trip bookings. Co-ordinating the School Milk provision and paperwork. Updating the ISAMs pupil database. Arranging of staff catering for after school and special events – communication with Catering & Operations Manager as necessary. Oversight of catering stocks for staff room – communication with Catering as necessary. Liaising with the Marketing Assistant in the production of the weekly Chronicle. Undertaking other work at the request of the SLT and Operations Manager. 4. The Person The successful candidate will have, or be able to demonstrate, the following: Skills Essential Excellent verbal, written and numeracy skills with attention to detail. Excellent communication skills and a positive attitude. Previous experience of managing a team. Computer literate especially with MS Office packages and databases. Ability to prioritise workload, possessing excellent time management and organisational skills. Reliable, flexible and able to work as part of a team. Desirable Experience of working in a school environment. 4 Personal Confident, trustworthy and discrete. Well-presented, professional appearance and attitude. Ability to handle multiple, simultaneous tasks in a timely fashion. Efficiency, commitment, a sense of humour, ability to work under pressure and a can-do attitude. The ability to motivate and mentor others. Willing to work flexibly during busy periods and for events. 5. Terms and Conditions Normal working hours will be 35 hours per week and between the hours of 08.00 to 18:00 as required on a rota basis Monday to Friday. Flexibility is key should ad-hoc adjustments be needed to support specific events or staff absences. This is a term time position, plus 5 weeks to be worked in the school holidays. Non-teaching staff at Chinthurst School are remunerated according to their own salary scales. Support staff are automatically enrolled in the School Pension Scheme but you may opt out. Lunch is provided free of charge during term time. 6. Child Protection Chinthurst, Reigate Grammar School and Reigate St. Mary’s are committed to safeguarding and promoting the welfare of children and young people and expect all staff to share this commitment. All applicants should read the school’s Child Safeguarding Policy, Safeguarding Children Protecting Staff Policy and Keeping Children Safe in Education document, which are available on the Reigate St Mary’s and Reigate Grammar School websites (www.chinthurstschool.co.uk www.reigatestmarys.org/www.reigategrammar.org), and are required to declare any criminal convictions or cautions, or disciplinary proceedings related to young people. Enhanced disclosures from the Disclosure and Barring Service will be sought on all successful applicants. Full details are given on the application form. 7. Applications Applicants are asked to complete the Support Staff Application Form and Supplementary Information Form which are available from the Chinthurst website and send it with a supporting statement to the Human Resources Department by 9.00am on Monday 30 November 2020. Please do not send a separate curriculum vita. Applications will be considered in the order in which they are received, and the school reserves the right to make an appointment prior to the closing date Applications should be addressed to the Head of Human Resources and sent (by letter or by email) to the address below. Mrs Dawn Holmes Head of Human Resources Reigate Grammar School Reigate Road Reigate Tel: 01737 222231 RH2 0QS Email: [email protected] Chinthurst School is an equal opportunities employer and welcomes applications from appropriately qualified persons regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. Candidates will be assessed against relevant criteria only (i.e. skills, qualifications, abilities, experience) in selection and recruitment. 5 .
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