Office Manager – Independent Primary School – Newcastle

Start Date: As soon as possible
Contract: Full-time, Permanent
Salary: Paid to scale

School Information

An established Independent Primary School in Newcastle is looking to appoint an experienced and highly organised Office Manager to oversee the day-to-day operation of its school office.

The school provides a welcoming, structured and supportive environment where pupils are encouraged to achieve academically while developing confidence, independence and positive relationships.

The school places a strong emphasis on high standards, pupil wellbeing and creating a positive relationship between the school, pupils and their families. The administration team plays an important role in ensuring that these standards are maintained throughout the school day.

The successful Office Manager will work closely with the Headteacher, senior leadership team, teaching staff, parents, pupils and external organisations.

The Role

The Office Manager will take responsibility for the efficient day-to-day running of the school office.

You will oversee a wide range of administrative duties and ensure that the office provides a professional and effective service to pupils, parents, staff and visitors.

This is a varied position that requires excellent organisation and the ability to manage several competing priorities.

The successful candidate will need to be proactive and able to identify tasks that need attention without always requiring direct instruction.

Key Responsibilities

• Managing the daily operation of the school office.

• Acting as a professional first point of contact for parents and visitors.

• Managing telephone calls and email enquiries.

• Responding to routine queries and directing enquiries appropriately.

• Maintaining accurate pupil and staff records.

• Updating school databases and management information systems.

• Preparing letters, reports, forms and other documentation.

• Supporting the Headteacher and senior leadership team.

• Managing general school correspondence.

• Supporting admissions and pupil registration.

• Assisting with attendance administration.

• Maintaining electronic and paper filing systems.

• Coordinating administrative arrangements for school events.

• Supporting school trips and activities.

• Ordering stationery and office supplies.

• Liaising with suppliers and external organisations.

• Supporting meetings and preparing relevant paperwork.

• Maintaining confidential pupil and family information.

• Supporting other administrative colleagues.

• Reviewing administrative procedures and identifying opportunities for improvement.

Running the School Office

The school office is an important part of the school's daily operation.

The Office Manager will need to ensure that administrative processes run efficiently and that staff have access to the information and support they require.

You will need to manage changing priorities throughout the day. This could involve dealing with a parent enquiry, supporting a member of staff, responding to a request from the Headteacher and completing scheduled administrative work at the same time.

Strong prioritisation and time-management skills will therefore be essential.

Parents and Visitors

The successful candidate will regularly communicate with parents and visitors.

You will be expected to provide a friendly and professional service while ensuring that school procedures are followed.

You will need to be confident dealing with enquiries, handling complaints appropriately and escalating matters to senior leaders when necessary.

The ability to remain calm and professional during difficult conversations is important.

Working With the Headteacher

The Office Manager will work closely with the Headteacher and senior leadership team.

You may assist with correspondence, meetings, documentation, pupil information and wider administrative projects.

The successful candidate should be proactive and able to anticipate administrative requirements.

You will need to keep senior colleagues informed of important issues and ensure agreed actions are completed.

Pupil Administration

Accurate pupil records are essential to the effective operation of the school.

You will maintain information relating to pupils and ensure that records are updated promptly.

You may also support admissions, new pupil registration and transition arrangements.

Experience using school management information systems would be advantageous.

Confidentiality

The position involves access to confidential information relating to pupils, families and staff.

The successful candidate must understand the importance of confidentiality and ensure information is only shared with appropriate colleagues.

You will need to follow school policies and maintain professional discretion at all times.

Requirements

• Previous experience in office management or school administration.

• School experience is highly desirable.

• Excellent organisational and time-management skills.

• Strong written and verbal communication.

• Excellent attention to detail.

• Good Microsoft Office skills.

• Experience using databases and management information systems.

• Ability to manage confidential information.

• Strong problem-solving ability.

• Ability to prioritise competing demands.

• Professional and approachable manner.

• Ability to work independently.

• Ability to manage and support administrative colleagues.

• Reliable and proactive approach.

• Commitment to providing a high standard of administrative support.

Personal Qualities

The ideal candidate will be confident, organised and dependable.

You should enjoy working in a busy environment and be able to adapt when priorities change.

The school is looking for someone who takes ownership of their responsibilities and is committed to maintaining high standards across the school office.

You should also be approachable and understand the importance of building positive relationships with pupils, parents and colleagues.

Why Join the School?

This is an excellent opportunity to join an established Independent Primary School in Newcastle and take responsibility for a key operational function within the school.

You will become an important member of the wider school community and work closely with senior leaders and staff across the school.

Application

To apply for the Office Manager position, please send your CV as soon as possible. Suitable candidates will be contacted promptly regarding the next stage of the recruitment process.