Office Manager

Reporting To: Headteacher / School Business Manager
Contract Type: Full-Time, Permanent
Location: Abingdon, Oxfordshire
Salary: Competitive, dependent on experience and in line with the school's support staff structure

Please note that previous school or education administration experience is required for this role.

Purpose of the Role

The Office Manager will play a central role in ensuring the efficient and professional day-to-day running of the school office. Working closely with the Headteacher, senior leadership team, staff, pupils, parents and external stakeholders, the postholder will provide a high-quality administrative service across the school.

The role will involve overseeing office systems and procedures, coordinating administrative activities, supporting pupil and staff records, managing communications and providing a welcoming and professional first point of contact for the school.

The successful candidate will be highly organised, approachable and confident, with excellent attention to detail and the ability to manage competing priorities in a busy independent school environment.

Key Responsibilities

School Office & Administration

• Oversee the smooth and efficient day-to-day operation of the school office.

• Coordinate administrative systems and procedures to ensure the school operates effectively.

• Provide professional administrative support to the Headteacher and senior leadership team.

• Manage incoming correspondence, emails, telephone calls and general enquiries.

• Act as a key point of contact for parents, pupils, staff, visitors and external organisations.

• Maintain accurate and up-to-date pupil, staff and school records.

• Prepare letters, reports, documents, forms, meeting papers and other school correspondence.

• Manage school calendars, appointments, meetings and administrative deadlines.

• Maintain an organised filing and document management system, including electronic records.

• Ensure confidential information is handled appropriately and securely.

Admissions & Pupil Administration

• Support the administration of pupil admissions, registrations and transfers.

• Maintain accurate pupil information and update school records as required.

• Liaise professionally with parents and prospective families throughout the admissions process.

• Assist with the organisation of school tours, meetings, assessments and admissions events.

• Maintain attendance and pupil records in line with school procedures.

• Support the administration of trips, clubs, activities and other pupil-related arrangements.

• Ensure relevant pupil information is shared appropriately with staff and maintained accurately.

Finance & School Administration

• Support the School Business Manager or finance team with routine financial administration.

• Assist with processing invoices, purchase orders, receipts and school-related payments where required.

• Maintain accurate records of purchases, expenditure and administrative transactions.

• Assist with school trips, activities, clubs and other payments.

• Liaise with suppliers and service providers regarding invoices, deliveries and general queries.

• Monitor office supplies and place orders when required.

• Ensure the office maintains appropriate stock levels of stationery and administrative resources.

Communication & Customer Service

• Provide a warm, professional and welcoming reception service to parents, pupils, visitors and staff.

• Manage telephone calls and enquiries efficiently, directing them to the appropriate member of staff.

• Draft and distribute school communications, letters, notices and general information.

• Support the coordination of newsletters, school announcements and parent communications.

• Maintain a professional and positive relationship with parents and the wider school community.

• Deal sensitively and appropriately with confidential, sensitive or challenging enquiries.

Safeguarding & Compliance

• Support the school in maintaining robust safeguarding and child protection procedures.

• Maintain accurate records relating to safeguarding, attendance and pupil welfare as required.

• Assist with the administration of staff and visitor checks, including relevant safeguarding documentation.

• Support the maintenance of Single Central Record information where appropriate.

• Ensure school administration is carried out in accordance with relevant policies and procedures.

• Maintain confidentiality and comply with data protection requirements.

• Report safeguarding, welfare or operational concerns promptly through the appropriate channels.

Events & School Activities

• Support the organisation and administration of school events, meetings, open days and parent activities.

• Assist with the practical and administrative arrangements for examinations, school productions, trips and special events.

• Coordinate room bookings, refreshments, visitor arrangements and relevant documentation.

• Ensure administrative preparations are completed accurately and within agreed timescales.

Team Support & Office Coordination

• Provide guidance and day-to-day support to administrative staff where required.

• Allocate and coordinate routine office tasks to ensure priorities are managed effectively.

• Support staff with administrative queries and school systems.

• Work collaboratively with teaching, pastoral, finance and operational teams.

• Identify opportunities to improve office systems, procedures and administrative efficiency.

• Contribute positively to the wider life and community of the school.

Person Specification

Essential

• Previous experience in a school, education or similar administrative environment.

• Proven experience in office administration or office management.

• Excellent organisational and time-management skills.

• Strong attention to detail and a high level of accuracy.

• Excellent written and verbal communication skills.

• Confident and professional manner when dealing with parents, pupils, staff and visitors.

• Ability to manage multiple priorities and work effectively under pressure.

• Strong IT skills, including Microsoft Office and school management systems.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Reliable, proactive and able to work independently.

• Strong team-working and interpersonal skills.

• Commitment to safeguarding and promoting the welfare of children and young people.

Desirable

• Previous experience working within an independent school.

• Experience using school management or information systems such as iSAMS, SIMS, SchoolBase or similar.

• Experience supporting admissions and pupil administration.

• Knowledge of safeguarding and child protection procedures within an educational setting.

• Experience supporting finance or school business administration.

• Knowledge of GDPR and data protection requirements.

• Relevant administrative, business or school-based qualifications.

Key Skills

• School office management and administration

• Excellent organisation and prioritisation

• Strong communication and interpersonal skills

• Parent, pupil and visitor liaison

• Confidentiality and attention to detail

• Microsoft Office and school management systems

• Admissions and pupil administration

• Safeguarding and compliance awareness

• Ability to manage competing deadlines

• Professional, approachable and proactive manner

Safeguarding Statement

The school is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. The successful applicant will be required to undergo appropriate pre-employment checks, including an enhanced DBS check, and provide satisfactory references.

The successful candidate will be expected to comply fully with the school's safeguarding, child protection, health and safety, data protection and operational policies and procedures.

How to Apply

If you are an organised, professional and approachable administrator with previous school experience and are looking for an opportunity to make a valued contribution to an independent school community in Abingdon, we would be delighted to hear from you.

Please submit your CV below. We look forward to receiving your application.