Academies Operation Officer
About This Role
Position Description:
The role of Academies Operations Officer is pivotal to the effective running of our school. The successful candidate will have a passion for what they do and want to bring that passion to our supportive and collaborative staff team. If appointed, you will be joining The University of Chichester Academy Trust which has a very strong reputation locally and nationally.
Providing a professional service supporting the Headteacher in all aspects of Human Resources, Finance, Health and Safety, HR and Payroll administration, in compliance with Trust and statutory policy, regulations and procedures. In addition, undertaking a breadth of administrative duties you will contribute a hands-on and flexible approach to the effective and efficient administrative provision for The Flying Bull Academy. Contribute to the continuous improvement of the operational effectiveness of the school and to the wider delivery of the School and Trust vision, values and aims.
You will have well-developed interpersonal skills with a track record of making a positive impact within an organisation. You will enjoy contributing to making the school a successful and positive place for the children and adults to learn and thrive.
Principal Accountabilities:
1. Assist Central Finance Team in compiling reports and data required for management accounts and
budget purposes, and year-end processing. Manage a breadth of financial transactional activity,
including the processing of orders/credit card purchases or school-based income transactions. Oversee
the management of the schools’ online payment system, parent communications and school meals
system. The role includes the need to process data and provide data for returns, working with the
Partnership Finance Lead.
2. Support the operational management of the school, including the support and development of staff,
negotiating and reviewing the performance of out-sourced contracts and service level agreements in line
with Trust guidelines and the principles of value-for-money. Ensure a professional service that is
efficient, effective and meets the needs of the School and which enhances working relationships
between staff in Professional Services and Teaching staff in line with school and Trust policy and
procedure.
3. To be the first point of contact for all school HR and employee related matters. Liaising with the Central
Trust HR and Payroll as required. In liaison with the Headteacher and the Trust Central HR take
responsibility for ensuring effective and efficient management of the HR processes, administration and
the recruitment function within the school, observing both legislative and the Central Trust HR policies
and procedures. Communicating HR processes and issues effectively and in a timely manner with the
senior leadership team, managers and staff of any changes impacting them.
4. In conjunction with the Central HR team support the Senior Leadership Team in the effective
administration of employee relations matters such as maintaining records related tor staff absence,
probation, performance management and staff training requirements, variation to contract, preparing
the recruitment and selection process. Participate in facilitating school meetings, observing
confidentiality at all times in line with the Trust policy.
5. Ensure HR and Payroll administration is undertaken in line with policy and procedure, payroll data is
verified each month and staff records are secure and accurate, with statutory reporting and information
for the Trust completed on time; ensure payroll is checked and signed off by the Headteacher, act as
the lead for the school HR/Payroll system.
6. Management of the Administration team, the Site Maintenance Co-Ordinator, Lunchtime team and
Cleaning team to effectively deliver a high quality and professional service, supporting when required,
and effectively line managing all teams so that they are engaged and motivated to perform to required
standards. This may include developing and enhancing staff skill sets, undertaking recruitment,
induction and training, performance reviews and absence management in line with Trust Policy and
procedures.
7. Working with the Premises and Health & Safety Manager & Partnership Premises Leads and Site
Maintenance Co-Ordinator, ensure that all the Health & Safety Policy and risk assessments are up to
date, relevant and adhered to and statutory guidance followed. (examples include asbestos register,
water quality and fire risks). Ensure Health & Safety compliance with signing-in procedures for staff,
governors and visitors to the school. Ensure Health and Safety training records are maintained and all
staff are current with the requirements of their role. Ensure actions are undertaken to ensure Health
and Safety compliance for the academy’s competent person.
8. Support to the wider team when required, and actively contribute to the wider development and
promotion of the Trust through a variety of channels such as Trust team meetings, network meetings,
conferences and workshops. In conjunction with the Central Team assist in developing the school
business plan and ensure it remains current and fit for purpose. Manage the DfE Census data, and
maintain the Single Central Record, carry out DBS and necessary employment checks.
9. Manage the DfE Census data, and maintain the Single Central Record, carry out DBS and necessary
employment checks.
10. Act as Data Champion for the school
11. Take the lead on admissions – both in-year and new to the school in Reception. Keep pupil role up to
date with leavers. Necessary liaison with previous schools.
12. Manage the school’s MIS (Arbor) ensuring all information is current and the accounting for trips, clubs,
and opportunities is accurate.
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Source: UK Teaching Vacancies Service (teaching-vacancies.service.gov.uk). Contains public sector information licensed under the Open Government Licence v3.0.