JOB TITLE: School Administration Manager
(we call our schools Provisions so you'll see that terminology throughout)
LOCATION: Kingsley, Hampshire
FORMAT: Full time + 6 weeks holiday p.a. (to be taken outside term time)
INTRODUCTION
The Green Room Foundation is a charity and network of provisions dedicated to helping young people with Special Educational Needs (SEN) develop their full potential. We currently run two schools, a college and a new short term alternative referral project - we refer to these as our provisions. Our most recent Ofsted report (2023) stated that - "Leaders have been successful in their vision to make education at The Green Room School an ‘unmissable’ experience. It is typical for pupils here to talk about the transformational impact this school has had on their lives".
Today, our vibrant community spans three sites, supporting nearly 100 young people aged 11 up to 25. Every student is supported by an Education Health Care Plan (EHCP) as they work towards qualifications, essential life skills, and a future that genuinely fits them, whether that involves college, training, apprenticeships, or the world of work.
Our dedicated staff are the heart of The Green Room, leading with kindness and inspiring curiosity to create a safe, non-judgmental space where students can be brave enough to change for the better.
Our traditions, born in a single original classroom, reinforce this supportive environment: small classes, communal eating and playing, and valuing the power of relationships. The Green Room is a place where you are safe, supported, and ready to adapt to whatever comes next.
INTENT/PURPOSE OF THE ROLE:
Each Green Room provision needs a Provision Manager located within to ensure the provision is running well, this includes the day-to-day operations, finances, Health and Safety, admissions, annual reviews, maintenance liaison and other elements.
The Provision Manager will work in coordination with the Office Manager, the Head of Provision and the relevant Foundation team members to deliver this role. It encompasses all the elements that ensure the provision is organised, effective and full.
Working in coordination with the Provisions Managers in other provisions, The Provision Manager is expected to review the systems running within the provision and evaluate their fitness for purpose, offer suggestions for improvement or replacement of processes to ensure the smooth running of the day, whilst ensuring changes can also be applied across all our Provisions where appropriate.
The Provision Manager also acts as a backup for the Office Manager when needed.
IMPLEMENTATION & RESPONSIBILITIES:
In order for the day to day operation of the office and overall site the Provision Manager and Office Manager will work in close liaison with each other providing cover as necessary. In addition to this the roles have been designed for the Office Manager to focus on daily logistics and communication, with the Provision Manager taking the site wide view and liaising with the various Foundation functions to ensure all those services are delivered effectively. See below for detail on the different elements of this role.
School Site Services
- This role has the responsibility for ensuring the provision site runs well. Therefore this role should walk the whole site (including the vehicles associated with the site) every day noticing items that require attention and liaising with the Head, Office Manager, cleaning, maintenance, front of house staff and others as relevant to achieve swift resolution.
- Ensure good levels of cleaning and waste management - liaise with cleaners and waste management company (where relevant) to congratulate on a job well done and highlight and resolve any issues. Share this with the Senior Operations Manager who has overall responsibility for the contract.
- Monitor the delivery of nutritious snacks and lunches, gathering feedback from service users and liaising with the chef to congratulate on a job well done and highlight and resolve issues. Share this with the Senior Operations Manager who has overall responsibility for the service.
- Ensure good levels of site maintenance by logging issues that arise in Risk Manager and liaising daily with caretakers/facilities team members to ensure the correct prioritisation of issues.
- Congratulate caretakers/facilities team members on a job well done and highlight and resolve any issues. Share this with the Senior Operations Manager who has overall responsibility for maintenance.
- Ensure the site is tidy and well organised in line with our Green procurement policy to ensure staff can find items needed without the need to repurchase. In particular, manage the resources stored at your site for the Foundation events so they are easy to retrieve when needed.
- Liaise with caretaking staff and contractors to ensure correct paperwork has been completed prior to work being undertaken.
- Manage the parking at your site.
- Issues that cannot be resolved should be escalated to the Senior Operations Manager.
Provision Events
- Arrange logistics and smooth running of Open Days, with support from Foundation team members as required.
- Liaising with the Head and SLT arrange provision events for students and parents as required.
Therapy Team
- Liaising with Therapy team members provide administrative support as needed.
Communication
- Ensuring all records are GDPR compliant.
- Write, monitor and act on the team Chat messages to ensure the smooth running of the school day.
- Approve general parent communication including letters home to assist Office Manager.
- Approve end of year reports to assist Office Manager.
- Ensure behaviour reporting is completed weekly.
- Ensure Trustee reporting is completed to deadline as required.
- Acting as a point of liaison with Foundation team members concerning student and staff Foundation Events.
- Notify local stakeholders of events that may inconvenience them.
Health and Safety
- Supported by Senior Operations Manager, ensure the site is compliant with Health and Safety legislation.
- Ensure correct signage, blackout curtains, and first aid kits are in place.
- Ensure hazards, incidents, accidents etc are reported as required and COSHH systems are in correctly in place.
- Carry out all Health and Safety tasks as required by Worknest (H&S advisors).
- Attend half termly H&S meetings to report on progress.
- In co-ordination with Foundation team members ensure remedial/corrective action is carried out as soon as is practicable.
Finance
- Ensure the budget spreadsheet is updated with the terms proposed budget in liaison with the Head at the beginning of term.
- Add the relevant spending data to the spreadsheet and review spending, liaising with the Head to ensure they’re aware where we are over or under spending.
- Liaise with Foundation Finance team members as needed to ensure the smooth running of the budget.
- Liaising with Foundation Team members source the appropriate data required to ensure Pupil Premium is set up correctly.
Admissions
- Working with Foundation team members and the Head ensure the provision is full at all times.
- Attend admissions meetings as needed.
- Arrange visits including taster days for potential new pupils.
- Communicate with potential parents concerning any enquiries they may have and share news of offers and confirmation of places.
- Work with the Finance team members to ensure appropriate purchase orders are provided from councils to enable smooth invoicing.
Exam Support
- Provide assistance to the Exams Officer as needed and act as invigilator or runner as needed.
IT Support
- Act as conduit for IT hardware issues, liaising with Foundation team members to gain resolution.
- Monitor hardware on site and request renewals in bi-annual survey as needed.
Work Experience
- Work with Change Leader to assist with arrangement of work experience placements for students, ensuring that all forms are completed so we’re aware of and mitigate risks.
- Ensure that our insurance and the placements insurance is in place to provide appropriate cover for the young person and the activities they will be undertaking.
Annual Reviews
- Arrange, conduct and document annual reviews for each student in addition to emergency annual reviews required.
Staff
- Add chat access for new staff.
- Ensure new staff have keys, codes and security information for their first day.
- Ensure new staff have their Induction Booklet and are introduced to their Mentor.
- Check in with the new staff member and their Mentor to ensure the legally required items have been completed within the correct timeframe.
- Monitor staff sickness forms and leave requests.
Head Office Duties
- Liaising with other Provision Managers and Foundation Senior Management to ensure consistency of operation across all provisions as much as is practicable.
- Contributing to the regular updating of school policies.
IMPACT
By driving operational excellence and maintaining the heartbeat of our sites in conjunction with our Foundation team members and the Head and SLT of your provision, this role empowers our frontline staff and therapists to focus on delivering an ‘unmissable’ experience for our young people. The success of this role is measured by the seamless integration of all the elements which make the provisions run well to ensure we are but are fully prepared to support the transformational journeys of our students.
KEY SKILLS AND EXPERIENCE:
This post is required to have excellent interpersonal, communication, multi-tasking, organisational and leadership skills, and to be dependable and professional.
This position requires a calm, polite, non-judgemental person who can work quickly and precisely, can multi-task and organise their work despite interruptions to deliver to deadlines, and can make decisions under pressure.
It is a busy and varied role which suits a person who can rapidly re-prioritise depending on the circumstances at the time, and consequently has excellent attention to detail.
In additional we require excellent interpersonal skills to liaise with colleagues and visitors, and clear precise written and verbal communication skills.
Good literacy and numeracy skills are essential, with knowledge of Apple/Google technology, and Arbor an advantage.
We are committed to safeguarding and promoting the welfare of children and young people and expect all staff to share this commitment. This post is subject to an enhanced DBS check.
If you are interested in this role please email your CV and a covering letter explaining why to [email protected]
Job Types: Permanent, Full-time
Pay: From £34,000.00 per year
Benefits:
- Casual dress
- Company pension
- Cycle to work scheme
- Discounted or free food
- Free parking
- Life insurance
- On-site parking
- Private medical insurance
- Sick pay
Work Location: In person
