Download Title of Post

Title of Post
Office Manager/ PA to Headteacher
Responsible to
Headteacher
Purpose of Job
To provide an efficient and professional secretarial and administrative
support to the Headteacher. Undertake personnel administration, including
arranging pay and contracts for staff and advising on personnel matters.
To ensure provision of an effective administrative and clerical support to the
school. To be responsible for the day-to-day management of the school office
and reception.
Example Duties & Responsibilities
PA Role
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To provide confidential secretarial and administrative support to the Headteacher in the form of
typing, word-processing, filing etc
To maintain and keep the Headteacher's diary and arrange appointments as necessary
To use own initiative to deal with telephone calls and correspondence on behalf of the
Headteacher
To take minutes at meetings as required and to disseminate relevant issues to the office staff from
weekly briefings as appropriate
To arrange refreshments including lunches for visitors as required
Draft and produce letters, documents, reports etc. for the headteacher
Undertake research to provide information for the headteacher and Governing Body when
required
Undertake administration related to the pay and contracts of staff
Manage the recruitment administrative process for staff as required. Arranging and recording preemployment checks, references, CRB, medical clearance, e12
Maintain confidential personnel files
To ensure the schools central register is regularly and accurately updated
Liaise with HR to provide advice and guidance to the Headteacher on personnel matters, including
pay and conditions, policies and procedures
To take a lead role in procurement and securing sponsorship and funding, and in the marketing
and promotion of the school
Participate in training and development activities and programmes, and attend and participate in
meetings as required
Appreciate and support the role of other professionals, and establish constructive relationships
and communicate with other agencies and professionals
Acting as first point of contact for visitors, and creating a pleasant and tidy reception area
Responsibility for maintaining a tidy and well organised office environment with regard to Health
and Safety requirements
Office Manager Role
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Comply with, and assist with the development of, policies and procedures, and report all concerns
to an appropriate person in respect of safeguarding, child protection, health, safety and security,
confidentiality and data protection
Be responsible for completion and submission of forms and returns to the DFE and other external
agencies
To induct newly appointed staff
To monitor access to all confidential material and to ensure an computer records are secured and
backed-Up
To liaise with senior staff members and teaching staff to prioritise work.
To produce word-processed documents for the senior management team and to undertake associated
administrative tasks
To draft general correspondence and to produce documentation, i.e. letters, policies, schemes of work
etc, using appropriate available technology, e.g. word-processing, fronter, excel
To undertake administration in relation to pupil reports, i.e. collating, distributing, filing etc
To establish and ensure maintenance of accurate filing systems including computerised files
To be responsible for the administration of claims for absence, extra duty. overtime supply and lettings,
forwarding to the Finance Department as necessary
To produce a database of standard letters files to ensure school wide consistency and to ensure their
use by office staff
To be responsible for the maintenance of stationery and resources in the school
To take responsibility for incoming goods checking and signing invoices and for onward transmission to
the appropriate department
To assist at school functions as required
To take particular responsibility for dealing with complex enquiries or difficult visitors/callers referred
from Reception as required.
To order supply teachers under the direction of Deputy or Headteacher
Finance
 Liaise with Finance Officer
 Ensure LBB and school finance procedures are followed
 Management of financial administration procedures, selection and management of resources,
regular audit of resources, administration of the payroll system
 Manage service contracts, school licenses and insurance, facilities including school premises, and
associated income, buildings and projects and health and safety
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Undertake these duties within agreed school objectives, policies and procedures and promote the
council’s Equal Opportunities Policy