School Office Manager Vacancy in Southampton -...

• Office Manager

• Renowned School in Southampton, Hampshire

• Starting as soon as possible

• Competitive Salary

• Full-Time

Overview

To lead the efficient day-to-day administration of the school, ensuring the office operates effectively while providing outstanding support to staff, pupils, parents and visitors. The Office Manager will oversee administrative systems, manage office staff, and ensure school processes run smoothly to support high-quality education and excellent customer service.

Role Purpose

The Office Manager is responsible for the effective leadership and management of the school's administrative function. The role ensures that office systems, communication, records and operational processes are organised, compliant and responsive to the needs of the school community.

Working closely with the Headteacher, School Business Manager and Senior Leadership Team, the post holder will oversee the school office, line manage administrative staff, coordinate admissions and pupil records, support HR and finance administration, and ensure the school provides an efficient and welcoming front-of-house service.

The role contributes positively to the ethos, aims and wider work of the school.

Office Manager – Key Responsibilities

Office & Administrative Management

• Lead the day-to-day running of the school office, ensuring efficient administrative support across the school.

• Line manage and support administrative staff, allocating workloads and promoting high standards of customer service.

• Develop, review and maintain effective office procedures and administrative systems.

• Manage the school's reception, ensuring a professional and welcoming service for pupils, parents, staff and visitors.

• Coordinate incoming enquiries, correspondence and communications.

• Oversee school diaries, meeting arrangements and administrative support for senior leaders.

• Ensure confidential records are maintained accurately and securely.

Pupil Administration

• Oversee admissions, pupil enrolment and leavers processes.

• Maintain accurate pupil records using the school's Management Information System (MIS).

• Monitor attendance administration and support attendance procedures.

• Produce statutory returns and reports as required.

• Ensure compliance with GDPR and data protection legislation.

HR & Staff Administration

• Support recruitment processes, including advertising vacancies, arranging interviews and completing safer recruitment administration.

• Maintain accurate personnel records and support onboarding for new staff.

• Monitor staff absence and maintain appropriate records.

• Assist with payroll administration and contractual documentation.

• Support compliance with safeguarding and single central record requirements.

Finance & Resource Management

• Process purchase orders, invoices and budget monitoring as required.

• Liaise with suppliers and contractors regarding school services and procurement.

• Monitor office supplies and ensure adequate stock levels.

• Support the School Business Manager with financial administration and reporting.

• Ensure value for money through effective procurement procedures.

Communication & Customer Service

• Act as the first point of contact for parents, visitors and external agencies.

• Maintain effective communication between staff, parents and the wider school community.

• Support the organisation of parents' evenings, school events, governors' meetings and open events.

• Prepare letters, reports, newsletters and school communications.

• Promote a positive and professional image of the school at all times.

Compliance & Operational Support

• Ensure compliance with school policies, safeguarding procedures and statutory requirements.

• Support health and safety administration, including record keeping and compliance monitoring.

• Maintain administrative records required for inspections and audits.

• Coordinate contractors, visitor management and site access procedures.

• Assist with emergency planning and business continuity arrangements.

Data Management & Reporting

• Maintain accurate electronic and paper-based filing systems.

• Produce reports using school management systems and Microsoft Office applications.

• Monitor administrative KPIs and identify opportunities for service improvement.

• Support census returns and statutory data submissions.

• Ensure all records are maintained in accordance with school policies.

Additional Responsibilities

• Attend staff meetings, INSET days and relevant training.

• Support school events, open evenings and whole-school activities.

• Contribute to continuous improvement of administrative systems and procedures.

• Provide administrative support for governors and senior leadership when required.

• Undertake additional duties appropriate to the role as directed by the Headteacher or School Business Manager.

The duties outlined above reflect the current requirements of the role and may be reviewed through the performance management process.

Safeguarding Statement

The school in Portsmouth is committed to safeguarding and promoting the welfare of children and young people. All appointments are subject to an enhanced Disclosure and Barring Service (DBS) check, satisfactory references and all relevant pre-employment checks.

Person Specification

Experience

• Experience working as an Office Manager, School Administrator or in a senior administrative role.

• Experience working within a school or educational environment (desirable).

• Experience managing administrative systems, staff and office procedures.

• Experience supporting HR, finance and operational administration.

Knowledge, Skills & Abilities

• Excellent organisational and administrative skills.

• Strong leadership and people management abilities.

• Excellent communication and interpersonal skills.

• Ability to prioritise workload and manage competing deadlines.

• High level of accuracy and attention to detail.

• Strong IT skills, including Microsoft Office and school MIS systems (such as Arbor, SIMS or Bromcom).

• Knowledge of GDPR, safeguarding and confidentiality requirements.

• Ability to build positive relationships with pupils, parents, staff and external stakeholders.

• Professional, proactive and customer-focused approach.

How to Apply

If this Office Manager position at a renowned school in Southampton sounds like the opportunity for you, please submit your CV below.

We look forward to hearing from you!