School Office Manager

– School Office Manager Location: Scarisbrick Hall Reports to: Head of Operations Contract Type: Full-time, all year round Salary: £32,640 About the Role: We are seeking an organised, professional and caring School Office Manager to lead our school office and administration team. The successful candidate will establish clear procedures, implement them consistently and monitor their effectiveness. They will ensure the office is a safe, welcoming space where every pupil is listened to and supported professionally in line with the school's Positive Values and Behaviour Policy. As a key contact for pupils, parents, staff and visitors, they will combine efficient administration with compassionate service, ensuring that administrative routines never take precedence over pupils' safety, wellbeing or need for support. As a member of the Operational Leadership Team, the successful candidate will establish a high-performing and caring office culture, combining clear expectations, staff development and accountability with the school's educational vision and a consistent focus on pupil needs. Key Responsibilities:   Office Leadership, School Office Management & Administration

• Lead a high-performing, caring office team, setting clear expectations for accuracy, efficiency and compassionate support for pupils.
• Ensure the office is a safe, welcoming space where pupils are always acknowledged, listened to and supported professionally, including during busy periods.
• Line-manage office, gatekeeping and reception staff through rotas, training, coaching and performance reviews that assess both administrative standards and pupil care.
• Establish, document and implement office procedures across the administration team; train staff, monitor consistent use and review effectiveness throughout the year.
• Manage the administration element of school trips ensuring each trip's conditions are followed.
• Manage the administration of extra-curricular activities including but not limited to “Beyond the classroom” and “TCM” services. Pupil, Parent & Customer Experience Leadership
• Ensure all staff model kindness and respect, welcome and listen to every pupil, and uphold their dignity in line with the school's Positive Values and Behaviour Policy.
• Ensure enquiries are handled promptly and professionally, with pupil safety, wellbeing and support needs taking priority over routine administrative tasks.
• Monitor procedures, response times and service quality through regular checks and feedback; address gaps through coaching, follow-up and improvements.
• Support the Admissions and Marketing Teams by providing an exceptional front-of-house experience for prospective families, external visitors and VIP guests.
• Maintain a calm, safe office where pupils seek help confidently; use encouragement and clear, consistent boundaries, never anger or intimidation.
• Handle sensitive or complex parent issues diplomatically, escalating appropriately and ensuring follow‑up and resolution.
• Maintain strong relationships with parents, ensuring communication is courteous, accurate and aligned with the school's expectations and tone.
• Use pupil, parent and staff feedback to improve procedures and service, ensuring efficient working practices support rather than override pupil needs. Communication & Liaison
• Act as a central point of contact for internal and external communications, handling enquiries by phone, email and in person.
• Support effective communication between senior leadership, teaching and ancillary staff, parents and external agencies.
• Manage school correspondence, newsletters, bulletins and information distribution as required.
• Regular communication with key stakeholders for school trips such as the trip leaders etc. to ensure the trip is appropriately organised beforehand. Pupil & Parent Administration
• Maintain accurate pupil records in accordance with GDPR and ISI requirements.
• Manage school registration procedure and ensure effective attendance tracking is in place to report to pastoral leads.
• Assist with parent-facing processes including school enquiries, documentation and scheduling through school communication channels. Pupil wellbeing and medical needs
• Oversee and maintain accurate, confidential records relating to pupil first aid, medical conditions, allergies, care plans, and all statutory medical requirements, ensuring compliance with school policies and relevant legislation. ·       Ensure all pupil medications are appropriately registered, securely stored, monitored, and administered in accordance with prescribed instructions, school procedures, and safeguarding standards. ·       Ensure pupils seeking help receive a calm, caring response and timely support from appropriate pastoral, medical or safeguarding staff, with clear handovers and follow-up. ·       Administer first aid when necessary, responding calmly and effectively to incidents, and ensuring appropriate follow-up actions and documentation are completed. ·       Organise and facilitate school vaccine sessions with authorised medical partners. Safeguarding, Compliance & Policies
• Support the school's safeguarding procedures, including contractor and visitor management, record-keeping and staff compliance checks.
• Ensure office procedures reflect school policies and compliance requirements; communicate updates and check that staff understand and apply them. Financial & Resource Administration
• Support the finance team through effective management of income received relating to extra curricular activities such as but not limited to breakfast, afterschool clubs and school trips.
• Manage office supplies and resources, ensuring cost-effective procurement and stock control.
• Support the Head of Operations administration requirements as and when required. HR & Staff Support
• Manage the staff administration for new starters/leavers, absence records and staff documentation.
• Support recruitment processes, including advertisement of posts, arranging interviews and maintaining accurate personnel records.
• Ensure DBS checks are conducted on all upcoming new staff and regular contractors in line with KCSIE and ISI regulations.
• Manage the Single Central Register and ensure effective safer recruitment protocols are in place at all times in line with KCSIE and ISI regulations. Event & Diary Management
• Coordinate staff calendar for meetings and events, including whole-school activities throughout the year.
• Provide administrative support for school events and trips.
• Act as school clerk for school operational committee meetings as and when requested by the Head of Operations. Person Specification Essential: ·      Proven office management or senior administration experience, including establishing, implementing and monitoring team procedures. ·      Excellent organisation and judgement, balancing efficient administration with pupils' safety, wellbeing and individual support needs. ·      Strong communication and listening skills; able to model kindness, remain calm and respond to pupils with patience, dignity and respect. ·      Experience of leading and developing a high-performing, caring team through clear standards, training, monitoring and constructive feedback. ·      High levels of accuracy, discretion and confidentiality, with a sound understanding of GDPR requirements. ·      Competence in the administration and management of first aid, allergies and pupil medication, including accurate record-keeping and liaison with staff and parents. ·      Willingness to undertake relevant training in first aid, safeguarding and medical administration as required. ·      Confidence in the use of IT systems, including MIS platforms, Microsoft Office and email communication. ·      Ability to work calmly and effectively under pressure and to respond appropriately to changing priorities. ·      Commitment to safeguarding, pupil wellbeing and the school's ethos, including consistent practice in line with its Positive Values and Behaviour Policy. ·      Awareness of or willingness to undertake relevant Safer Recruitment in education training. Desirable: ·      DSBM (Diploma in School Business Management) qualification or working towards it. ·      Previous experience in an independent school environment and familiarity with ISI regulatory requirements. ·      Knowledge of iSAMS, SOCS, Single Central Register systems and processes. Safeguarding Applicants must be willing to undergo child protection screening, including checks with past employers and the Disclosure & Barring Service. The school will conduct this check for you. How to Apply Please send your CV and a brief covering email to: recruitment@scarisbrickhallschool.co.uk