School Office Manager

The British Junior Academy of Brussels, situated in the diplomatic residential district of Brussels, enjoys a diverse student body that reflects its proximity to key EU institutions, major NGOs, and multinational corporations. Since its establishment in 1992, the school has earned recognition as a premier provider of the National Curriculum of England within the community. BJAB is a proud member of COBIS (Council of British International Schools) and IAPS (International Association of Prep Schools). In 2019, the school underwent an inspection by ISI, receiving an ‘Excellent’ rating across all areas, and successfully completed a compliance inspection in 2022, meeting all British School Overseas (BSO) standards. The full inspection report is available for review.

The school has a strong track record of preparing students for prestigious European and British independent schools, including Eton, Thomas’s Battersea, Westminster, Magdalen College, St Mary’s Ascot, and James Allen's Girls School, and it continues to attract high-quality British and international families.

BJAB is committed to fostering a safe, nurturing, respectful, tolerant, and disciplined environment where high standards are upheld throughout all aspects of school life. The institution currently serves approximately 280 pupils and employs a teaching staff of 40.

The School Office Manager will play a crucial role in the overall management of office operations, IT systems, communication, recruitment, and health and safety. This position is vital for supporting the Senior Leadership Team (SLT) and ensuring the smooth functioning of both the primary and secondary sections of the school.

Key Responsibilities:

IT and Data Management
- Develop and oversee Microsoft and Google Forms for staff, students, and parents (e.g., leave requests, event registrations).
- Manage email accounts and passwords for students and staff.
- Maintain the school’s booking systems for parent-teacher meetings and various events.
- Ensure the school website is current and well-maintained.
- Supervise iSAMS modules (Human Resources, Reports, Teaching, Registration, and Report Publishing) and maintain online learning platforms and exam systems.
- Monitor communication history and manage email campaigns using iSAMS and Sendgrid.

Communication and Front Desk
- Coordinate logistics such as school transportation, reservations for trips, and employee parking passes.
- Prepare important documents including the staff handbook, school calendar, newsletters, and policies.
- Oversee the school's newsletter and manage external communications.
- Assist in the practical organization of school events.
- Act as the first point of contact for visitors, managing daily correspondence with parents and efficiently answering phone calls.

Management and Recruitment
- Oversee administrative staff, including task delegation, recruitment, performance appraisals, and training.
- Manage the recruitment process from job postings to interview scheduling and drafting offer letters.
- Assist with staff visa applications, maintain the Single Central Record (SCR), and ensure compliance with necessary standards.

Purchases and Office Maintenance
- Monitor and manage resources, inventory, and orders for office supplies and equipment.
- Process annual orders for school resources.
- Ensure maintenance of essential office equipment, including printers and coffee machines.

Health and Safety
- Conduct and manage general risk assessments, fire drills, and care plans for students and staff.
- Maintain the first aid inventory and coordinate first aid training for staff.
- Ensure compliance with safety regulations in the new building, including fire material installations and responses to incidents logged on CPOMS.

Essential Skills and Attributes:
- Commitment & Initiative: Shows dedication to BJAB’s vision and values, with a proactive and adaptable mindset.
- Self-Learner and Adaptable: Capable of independently learning new systems and processes, willing to explore and implement innovative approaches to enhance school operations. Comfortable with new methods and challenges in a dynamic, fast-paced environment. The ability to work independently and take responsibility for tasks is essential.
- IT Competence: Proficient in Microsoft Office suite and able to learn and troubleshoot management platforms (e.g., iSAMS). Competent in navigating and managing online communication and learning platforms.
- Organisational Excellence: Highly organized, detail-oriented, and proficient in managing multiple priorities in a dynamic setting.
- Communication Skills: Strong written and verbal communication abilities, capable of interacting confidently with staff, parents, and external partners.

Qualifications and Experience:
- A minimum of 2 years of demonstrated experience in office management or a similar administrative capacity, ideally within a busy school or nursery environment (experience in international or private schools is desirable).
- Strong IT skills.
- Fluent in English, with working professional proficiency in French.
- Legal authorization to work and reside in Belgium (visa sponsorship is not available for this position).

Working at BJAB offers:
- A competitive salary based on experience and qualifications.
- Lunch vouchers for each working day.
- Vouchers for ecological products.
- Transport compensation.
- Pension plan.
- Hospitalization insurance (covering family members).
- Flexible summer and holiday hours.
- Opportunities for professional development.

Applications lacking the essential criteria will not be considered. This position is not suitable for entry-level candidates. Applications will be reviewed on a rolling basis, and shortlisted candidates may be contacted prior to the closing date. Interested individuals are encouraged to apply as soon as possible.