Office Manager and ECA Leader

Purpose

To ensure the smooth and efficient day-to-day running of the school office, providing high-quality administrative support across the school, including coordination of Teaching Assistants and extra-curricular programmes. This role also plays a key part in upholding the school's operational excellence, positive working culture, and safeguarding procedures.

Responsibilities

Teaching Assistant Coordinator

• Act as the primary point of contact for all Teaching Assistants, providing support, advice, and coordination.
• Initiate bi weekly meetings (without line manager direction). Keep notes and address issues and solve problems.
• Liaise with the Deputy Head and HR department regarding recruitment, interviews, and onboarding of Teaching Assistants.
• Organise and communicate TA schedules and duty allocations for ECAs.
• Assist in the interview process by touring the school.

Office Management

• Oversee the management of office supplies, equipment, and inventory, ensuring resources are well-stocked and maintained.
• Supervise the daily running of the school office, including managing administrative tasks and coordinating office-based systems and routines.
• Foster a productive, positive, and professional working environment within the administrative team where every team member follows the school values.
• Run bi weekly meetings, following form the HOS modelling, address issues in a calm and fair manor.

Extra-Curricular Activities (ECA) Coordinator

• Gather staff ECA offerings each term and create the student selection template via Schools Buddy.
• Liaise with external providers, ensuring all safeguarding requirements are met and that the quality of provision aligns with school standards.
• Communicate ECA choices and allocations with parents clearly and in a timely manner.
• Coordinate with the Finance Team to set and confirm accurate ECA charges.
• Respond to parent queries and requests for changes efficiently and professionally.
• Work closely with the SENCO to support the inclusion of children with additional needs in ECA programmes.
• Liaise with ECA providers to arrange times/ rooms/ support
• Provide Safeguard training ot ECA providers and update SG document
• Monitor ECA staff, observe classes for behaviour management and feedback to service providers. Every ECA should be observed within the first 3 weeks of school.
• Collect and monitor all paperwork for new service providers.

School Trip & Residential Trip Support

• Support the organisation of school and residential trips, liaising with trip leaders and the trip coordinator on logistics such as flights, transport, and pricing.
• Ensure all administrative arrangements for trips are completed accurately and on time.

Safeguarding responsibilities

The job holder's responsibility for promoting and safeguarding the welfare of children and young person's for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School's Child Protection Officer/Designated Safeguarding Lead or to the Head or indeed to the Regional CEO so that a referral can be made accordingly to the relevant third party services.

Working Conditions

● Full-time position based at the school office.

● Work hours: Monday – Friday from 7:30 a.m. – 4:30 p.m.

● Occasional evening or weekend work may be required for school events.

● Collaborative and fast-paced work environment.