Headteacher

Operations Manager Full Time

Villiers High School
Operations Manager

Job Description and Personal Specification

Line Manager: Head of Human Resources

Grade: NJC 14-15 (53,070-59,454)

Hours: 35 hours

Hours of work: 8:00 am – 4:00 pm (subject to change depending on the school’s requirements

Supervisory Responsibility

Management of the administrative team and conducting performance management of direct reports

Main purposes of the job

  • To act as a professional adviser to the Headteacher and Governors
  • To be a pro-active member of the school senior leadership team
  • To be a lead for non-curriculum functions across the whole school in areas of responsibility

Line/performance management of staff

  • Developing collaborative partnerships with other schools and organisations
  • Responsible for promoting and safeguarding the welfare of children and young people within the school.

Organisation

  1. Be responsible for planning, development, design, organisation and monitoring of support services and whole school systems/procedures/policies in areas of responsibility.
  2. Be responsible for updating the school calendar and ensuring it is communicated to stakeholders regularly.
  3. Undertake line management responsibilities including performance management as appropriate for the administrative team and any other areas of own responsibility.
  4. Represent and be responsible for the administrative support staff at relevant meetings.
  5. Be responsible for the development of localised induction/appraisal/training/mentoring systems for administrative staff.
  6. To represent the Headteacher and/or line manager at appropriate meetings Engage effectively with all stakeholders to deliver school service provision.
  7. Manage complex relationships with external partners.

Administration

  1. Lead, develop and monitor management information systems.
  2. Determine the need for and arrange provision, analysis and evaluation of data and detailed reports/information related to own areas of responsibility.
  3. Lead and be responsible for the design and effective operation of administration procedures.
  4. Lead and be responsible for the submission of relevant information to the DfE and any other outside agencies.
  5. Lead and advise on all administrative management roles and responsibilities within the school/area of responsibility.
  6. Be responsible for duties across the school in partnership with the Assistant Headteacher
  7. Be responsible, manage and prepare short-, medium- or long-term plans for the Headteacher, the Senior Leadership Team and the Governors for own areas of responsibility.
  8. To advise the Line manager on the implications of the school’s staffing and pay structures within area of responsibility.
  9. Responsible for conducting regular benchmarking exercises for administrative team roles and responsibilities where necessary.
  10. To manage and evaluate service level agreements and keep such contracts under review by comparison with alternative providers.
  11. To lead and be responsible for compliance with regulations within the area of own responsibility.
  12. Ensure that systems are set up for the smooth running of the front office and administrative team tasks.
  13. To be responsible for and oversee the school’s licences and insurance policies in all forms including arrangements for their review within area of responsibility.
  14. Responsible for keeping analyses of costs and statistical records where appropriate within area of responsibility.
  15. To represent the Headteacher and/or line manager at appropriate meetings related to own area of responsibility.
  16. To work with other members of the Senior Leadership Team, to prepare a rolling business development plan for the school in areas of responsibility.
  17. Be responsible for school displays, photographs and social media communication and ensure these remain current, consistent, and presentable on a rolling programme.

GDPR (General Data Protection Regulation)

  1. Support the DPO to deliver compliance with Great data protection regulation and other information governance legislation such as the Freedom of information act.
  2. Working collaboratively with other agencies/stakeholders, sharing regulation updates where appropriate or as directed by the line manager for GDPR compliance.
  3. Support the DPO in monitoring compliance with the GDPR and national data protection legislation across the school, including putting in place measures which will reduce the likelihood or impact of any potential sanctions because of action taken by the information commissioner.
  4. Provide support to the DPO on advising on data breach incidents, and communicating with the DPO regarding all incidents.
  5. To adhere to GDPR and data protection regulations, whilst maintaining confidentiality.

Resources

  1. Lead and be responsible for the school timetable and ensure staff timetables are communicated in a timely manner.
  2. To lead any discussions on the school timetable, current deployment, and any long-term implications across the school
  3. Be responsible for planning, organising, and monitoring the school census and any associated errors within the submission and communicating this appropriately to key stakeholders.
  4. Lead and be responsible for the appropriate recruitment and deployment of staff in own area of responsibility.
  5. Lead and be responsible for the provision of specialist advice and guidance to SLT/Governing Body on national and local guidelines/policy/statute within their own area of responsibility.
  6. Responsibility to interpret matters of policy/procedure/statute to ensure school compliance and initiate appropriate action arising within their own area of responsibility.
  7. Manage procurement and be responsible for securing relevant best value within own area of responsibility.
  8. Identify and be responsible for securing appropriate licences, software, and insurance within own area of responsibility. E.g., Sims.
  9. Be responsible for planning, organising, and monitoring of school exams and ensuring compliance.
  10. Be responsible for devising an administrative working pattern with the team for continuous front-line support service all year around or as designated by the Headteacher.
  11. Develop work specifications and manage service contracts within own area of responsibility.
  12. Be responsible for budget management and deployment of resources within the area of responsibility.
  13. Be responsible for local management of health and safety within the school area of responsibility.
  14. Lead and report on health and safety issues within own areas of responsibility.
  15. To have overall responsibility for the records of trips and bringing these requests to the SLT as and when required.
  16. To retain knowledge and understanding of the main health and safety issues specific to the school and how they relate to pupils and staff.
  17. To know the elements of a comprehensive disaster and recovery plan and operate the elements linked to own area of responsibility.
  18. To be responsible for and know the elements of risk assessment for own area of responsibility.
  19. To know the elements of fire safety and the associated risks to the school
  20. Overall responsibility for the safe working environment within the school

Human Resources

  1. Recruitment of direct reports and overall responsibility for these processes
  2. Line manage and performance manage direct reports ensuring they are supported motivated and developed.
  3. To support the head in strategically planning for future staffing needs, reviewing organisational structures within the area of responsibility.
  4. Be responsible for organising internal and/or staff wellbeing events.
  5. To provide strategic direction related to staffing within the area of responsibility.
  6. Responsible for managing administrative staff sickness/absence and implementing school policies and procedures with the guidance of HR for your own area of responsibility.
  7. Respond to emergencies appropriately and inform relevant staff.

Leadership Skills

  1. To act as the school representative when dealing with complex situations with parents and members of the public
  2. To drive change with customer-focused pragmatic service solutions.
  3. Effective participation in the appropriate committee, governor and other SLT meetings
  4. Build professional leadership skills across the whole school.
  5. Leading others to meet the changing demands of the school.
  6. Manage colleagues’ performance and hold them to account.
  7. Collaborating and sharing best practices within school and with other schools & organisations
  8. Effective participation in the School’s Performance Management process.
  9. Lead on extended school provision across the school and/or own area of responsibility.
  10. List not exhaustive, post holder may be required to carry out any other duties or responsibilities within the area of responsibility or as deemed appropriate by the line manager.

Note: In addition, other duties at no higher level of responsibility may be interchanged with/added to this list as required. Whilst every effort has been made to explain the main duties and responsibilities of the post, individual tasks undertaken may not be identified.
. click apply for full job details

Job Overview

  • Date Posted:
  • Location: Anywhere
  • Job Title: Operations Manager
Apply for job