School Office Manager
Type: Fixed-term contract
Duration: (late) November 2025 - February 2026 (likely Easter 2026)
Hours: full-time, 37 hours pw, 8:00am - 4:00pm, Monday to Friday, Term time only
Location: Swindon
Pay: £17 per hour
Elementa are supporting this multi-site special school who are seeking an experienced office manager to lead their office team of 4 staff on an interim basis and offer colleague support across their 3 sites.
The school offer education to learners with SEND. This role will be based at their main school site, working in the main front office however it requires travel to their other 2 school sites (in Swindon.) The successful applicant will be supporting the team and be a main point of contact for visitors and telephone enquiries, working in line with all relevant policies and procedures. The successful applicant will have a can-do approach to their work and be willing to go the extra mile. This is an important role within the school and as a person you'll need to work in a collaborative, efficient and welcoming manner. Ideally you'll be someone who has previous experience at a school/education setting, a good level of experience in terms of office management & team leadership and you'll be comfortable to support & lead the school administrator team in a positive manner.
This is a rewarding place to work. Despite the challenges their learners face the school have high standards and do everything possible to nurture and support students & colleagues.
Due to the requirement to work between sites, having your own transport & relevant insurance OR be willing & able to drive the school pool car is necessary. The school use the information management system - Arbor. Previous experience of Arbor or another MIS is highly desirable although training will be given.
Whilst this is a fixed-term/interim contract, potentially, the role could develop into a permanent employment opportunity. The successful applicant will be paid at the equivalent permanent salary (hourly rate) from the outset of the fixed-term contract.
Key accountabilities, duties and responsibilities
- Lead on and ensure the administrative team provide a comprehensive administrative support service to the HT, SLT, the wider provision team and ensure all provision offices operate efficiently & effectively.
- Complete all admin team appraisals including setting targets & reviewing performance.
- Complete and submit complex forms, returns etc., including those to outside agencies
- Act as the main point of contact between Central Services and all employees at the provision, including undertaking any related administrative functions, processes and procedures
- Oversee production of all purchase orders (POs)
- Oversee the monitoring of curriculum budgets, ensuring accurate information is available to all budget holders
- Ensure accurate records are kept for all spending including orders, petty cash and charge cards.
- Oversee the “front of house” team for the provision to ensure that visitors are welcomed appropriately in line with the provision’s safeguarding procedures
- Comply with MAT-wide and EP local policies and procedures relating to child protection, health, safety, welfare, security, confidentiality and data protection, reporting any concerns to the appropriate person, liaising with Central Services Health & Safety contact as necessary
- Be aware of and take part in the provision’s appraisal framework and participate in training and development activities as required
- Work with the HT/SLT and ensure management of 3rd party suppliers support per contract e.g. Cleaning & Building Management, in support with Central Operations colleagues.
- Attend and contribute to service review meetings and ensure jobs conducted by contractors are logged, completed and closed as required; with administration recorded effectively and accurately
- Oversight of the SCR
- Administration of all provision sites Risk Assessments
- Administration of Health & Safety within the provision sites, including completing all medical/first aid checks of equipment
- Be responsible for all compliance notice boards around the provision ensuring all information is current and in date
- To ensure best practice within the provisions in relation to GDPR compliance
- Contribute to the Health & Safety agenda and culture
- Act upon Health & Safety audit actions
- Oversee the policy administration process within and specific to the provision sites
Additional Responsibilities
- Liaise with Central Services Health & Safety Officer with regards to all pertinent matters within the provision
- (Desirable) To be a named Level 3 First Aider
(A full job description is available to applicants after initial pre-screening and suitability.)
This role IS NOT suitable for applicants:
- not currently based in the UK
- without right to work in the UK
- requiring sponsorship from an employer for UK right to work
- not available for the full contract or working hours
Recruitment process
CV/application deadline: Monday 10th November
Interviews scheduled for Monday 17th November
Elementa will be managing all applicants and screening their suitability to the school. Elementa are not a supply agency, we are a school services & recruitment partner for schools. We will manage the initial candidate screening, vetting & compliance and process your application to the school. An application for a DBS Enhanced Disclosure (which may be chargeable at £64.20) is necessary for this role unless you have a current DBS subscribed to the update service. Whilst a clear DBS is highly desirable it is not a barrier to being considered for the opportunity.
If you have the relevant skills and experience necessary for this role then please apply with your full up to date CV. All applicants will be promptly responded to.