To lead the overall approach to health and safety in the school and ensuring the school meets legislative requirements

Transcription

1 JOB DESCRIPTION Job Title: Reports to: Operations Manager Business Manager Overall Responsibilities: To act as line manager and be responsible for the work, training and development of the main office staff; Receptionist, Operations Assistant, Cover supervisor/admin assistant and Facilities Assistants To lead the overall approach to health and safety in the school and ensuring the school meets legislative requirements Maintaining and developing the School s premises and grounds, developing and implementing rolling programmes for repairs and maintenance within agreed budgets, ensuring value for money Driving services forwards to ensure that consistent quality is continuously achieved To have responsibility for ensuring the key business areas of marketing, HR & data management, administration management, estates, facilities and health and safety management are managed consistently with the values of The Bedford Free School and that all services meet with legislative and best practice guidelines To manage the provision of cover for staff absence To act as the School s Exams Officer and ensure the smooth and efficient running and delivery of both internal and external exams To provide assistance and support to the Business Manager Main Duties: Administration Management 1. To be responsible for the smooth running of the schools office and reception ensuring they operate effectively and efficiently in a manner that matches the schools needs and is consistent with the Bedford Free Schools values 2. To be responsible for the implementation of a consistent style of presentation of formal communication throughout the school and oversee and manage reprographics 3. To assist with and oversee any issues relating to IT and ensuring any problems are bought to the attention of the IT department. 4. To take a lead role for the design, implementation and maintenance of administrative support systems and procedures in the event of changes in legislation and / or management structures in order to meet the needs of the school and ensure compliance with Data Protection Act 5. To assist in the appointment of any new office staff and to be responsible for their induction, training and appraisal. 6. Manage the administration budget ensuring all spending is within limits and best value practise is adopted. 7. Management of office equipment including telephone system advising Business Manager where cost savings or additional equipment is required

2 8. To undertake as required other duties and responsibilities relevant to the job as directed by the Business Manager Estates and Facilities Management 9. To manage and supervise the facilities team ensuring their development and performance management at all times. Provide leadership and direction to the team enabling, inspiring, motivating and supporting them to achieve the school plan 10. To develop, implement and monitor a 3 year rolling facilities management plan, updating as appropriate and ensuring proper maintenance and repairs of the School are carried out 11. Manage the facilities budget ensuring all spending is within limits and best value practise is adopted. 12. Monitor, assess and review contractual obligations for outsourced school services and ensure ancillary services such as cleaning, catering etc. are monitored and managed effectively 13. To implement the accurate monitoring of energy, waste and water usage in order to assist the Business Manager with the implementation and monitoring of a school sustainability plan 14. To coordinate the use and maintenance of all school transport, ensuring that all driving duties are conducted as required 15. To be responsible to the Business Manager for the security, maintenance, heating, cleaning and other general site services within the premises 16. To coordinate the purchase, repair and maintenance of all furniture, equipment and fittings 17. To discuss proposals for estates and facilities development actions based on data and observations with the Business Manager Health & Safety Management 18. Act as the school s Health and Safety Lead providing guidance to enable teams to be compliant with legal, regulatory, ethical and social requirements 19. Ensure the School s Health and Safety procedures and policy is implemented at all times, put into practice and is subject to review and assessment at regular intervals or as situations change and to produce regular incident reports for the Business Manager and a termly report for Governors 20. To advise all staff of the schools health and safety procedures ensuring that they are trained as appropriate. 21. To co-operate with the Fire Service on the installation and maintenance of equipment for protection against and escape from fire and ensure that appropriate records are kept and practices take place 22. Ensure systems are in place to enable the identification of hazards and document and apply proportionate containment measures in risk assessments and to monitor and evaluate present and past procedures for identifying risk 23. To advise the Business Manager on all health and safety matters including measures in the event of emergency 24. Ensure the maximum level of security consistent with the ethos of the school Marketing and Website: 25. To ensure the website is up to date, relevant and compliant with legislation

3 26. To ensure effective running of marketing events, parents, open evening and all other after school meetings, presentations are in place with the assistance of the operations assistant 27. To ensure the school is promoted positively to different audiences, including other schools and parents, and to raise its profile within the community. HR Assistance and Data Management 28. To ensure the Business Manager is assisted with day to day HR processes, recruitment and administration 29. To ensure that all personal information is captured stored and processed in line with current statutory requirements. 30. To ensure that absence management in the School is carried out in an appropriate manner and that agreed policies and procedures are adhered and that absences are recorded accurately in line with employee procedures. 31. To have sight of sensitive and confidential information and maintain a high degree of confidentiality at all times. Cover: 32. To manage and oversee the cover system within the school, to include the booking of external supply teachers as and when needed, and the booking of classrooms for exam venues 33. To liaise with supply agencies as appropriate and check and manage timesheets submitted are a true and accurate reflection of work done. 34. To manage the Academy s supply teaching budget and to ensure that agency staff used by the Academy are done so in the most cost effective way, whilst maintaining standards in the classroom Exams 35. Manage the administration, arrangements and entries for all examinations and entering students identified by teaching staff for external examinations using appropriate ICT systems e.g. Sims 36. Ensure all JCQ requirements are adhered to 37. Liaise with the examination boards and with the accrediting organisations and disseminate all relevant information from the examination boards to Heads of Department 38. Make appropriate timetabling and room arrangements and ensuring proper examination invigilation of the examinations is put in place including the co-ordination, recruitment, training, management and deployment of invigilation staff 39. Ensure that pupils are given all the necessary relevant information about examination entries, the dates and times of the examinations, conduct during examinations and the collection of results and certificates and that this information is given in good time 40. Administering requests for grade reviews, re-marking, return of scripts and complaints for processing by exam boards Safeguarding To be responsible for promoting and safeguarding the welfare of students and for raising any concerns in line with School procedures. Equality and Diversity

4 To be responsible for promoting equality and diversity in line with School policies and procedures. Health and Safety To be responsible for following health and safety requirements in line with School policies and procedures. Training and development To participate proactively in training and development including qualification development required in the job role.

5 Person Specification Job title: Operations Manager Essential Desirable Qualifications /Training English and Maths at GCSE grade A-C or equivalent Experience of office administration and managing a team Level 3 Health & Safety Qualification e.g. NEBOSH National General Certificate in Occupational Safety and Health Identifies own personal and professional development needs and moves forward by partaking in relevant training and CPD initiatives Professional qualification in Building/Facilities Management Experience of managing exams Educated to degree level or equivalent relevant experience Develops networks and extends knowledge of education sector specific requirements Knowledge/ Experience Highly organised with good attention to detail Experience, knowledge and understanding of facilities management Knowledge and understanding of Health and safety requirements Experience of working with a range of contractors Experience of working in an education environment Experience of working with SIMS data management system. Experience of designing and managing a rolling program of maintenance Experience of managing a team Evidence of high performance in previous roles/jobs Good working knowledge of IT including Microsoft Word, Excel, Outlook Experience of working effectively with people from diverse backgrounds Knowledge school processes and procedures Recruiting, selecting and keeping people in line with legislation, regulation, professional and occupational standards, frameworks and codes of practice requirements Skills/Abilities Fosters collaborative decision making within and across teams incorporating other people s ideas into plans Acknowledges excellence and challenges poor performance within teams managed Understands how to plan and how to identify priorities, critical activities and available resources Collects and uses a rich set of data to understand the strengths and weaknesses of the school s buildings, grounds and health and safety requirements Makes professional and managerial and organisational decisions based on informed judgements

6 Ability to consistently demonstrate high levels of job performance Ability to communicate effectively and confidently face to face, on the telephone and in writing Good organisational and time management skills Good administrative skills, with the ability to maintain accurate, up-to-date records Ability to work on own initiative and as part of a team Ability to provide support and mentor new team members Ability to make a positive contribution to the team, valuing and respecting others expertise and contribution Ability to work under pressure and to deadlines Ability to consistently create a welcoming and supportive environment for students and/or stakeholders Ability to promote the school s reputation and carry out the school s business appropriately and professionally at all times Special Requirements Good communication skills, supportive, approachable and a team player A calm and logical approach to work Understands the effects that different leadership styles can have on individuals and teams enabling focus to be placed on team development as well as completion of tasks Fosters an open, fair and equitable culture and manages conflict Ability to form and maintain appropriate relationships and personal boundaries with children and young people A willingness to undertake relevant and appropriate staff development Flexible approach to work and working times Awareness of health and safety requirements relevant to the job