Office Manager
JOB TITLE: OFFICE MANAGER & PA TO THE HEAD
RESPONSIBLE TO: HEAD
HOURS/SALARY: FULL TIME (8am-5pm) / TERM TIME
START: MAY / JUNE 2025
The Elms is a wonderful co-educational prep school situated on the Herefordshire/Worcestershire border. We are nestled in the foothills of the Malvern Hills in 45 acres of rural tranquillity, in the village of Colwall, which is 10 minutes from Ledbury or Malvern. We have our own working farm, with cattle, sheep, pigs, goats, poultry, and horses, all of which are part of the teaching and learning curriculum.
The Elms was founded in 1614, making us the oldest prep school in England still situated on its original site. We are an IAPS boarding and day school and pride ourselves on achieving excellent results to many Public Schools, both locally and across the UK. Despite being non-selective the school achieves consistently high standards academically.
Due to an internal reorganisation of roles, the opportunity has arisen to join the support team at The Elms School as Office Manager and PA to the Head. The general purpose of the role is to provide a friendly welcome to all visitors, pupils, parents and staff whilst ensuring robust management of office administrative processes. You will need to handle sensitive and complex issues in a professional and objective manner.
While the role is predominantly term time, there will be a need to be available for a week before the start and end of terms, to manage parent communications and send school communications. This can be discussed in conjunction with the Head.
Please download the full job description for details of the person specification
As Office Manager, you will:
• Manage visitors and guests to ensure a personal, friendly and welcoming experience for anyone coming into the office in accordance with safeguarding procedures.
• Coordinate with the support team to ensure contractors are always chaperoned onsite.
• Use a range of software to ensure the consistent and efficient running of the office.
• To assist with the organisation of school events / visits.
• Record pre-authorised pupil absences within iSAMS, ensure morning absences are recorded within iSAMS and follow up with parents regarding any unregistered children.
• Act as an attendance officer and hold weekly meetings with the Deputy Head Pastoral to discuss attendance.
• Sign children in /out throughout the school day.
• Respond to parent enquiries in a timely manner.
• Manage incoming and outgoing post.
• Check registers to ensure the correct numbers of pupils for supper / boarding each evening.
• Check the SCR for DBS numbers and ID checks and any relevant safeguarding procedures, in line with the Business Manager.
• Sending out termly notices to our regular contractors to check and update their DBS information with the Business Manager.
• Updating our school calendar on SOCS with school events/chapel etc. in preparation for Operational Management meetings.
• Liaising with school drivers with transport queries/register checks.
• Back up minute taker – should Clerk to Governors not be available.
• Check registers are taken in PM slots and reminders to be sent to teaching staff.
• Manage incoming deliveries and pack away accordingly.
• Point of call for children if Matron is unavailable.
• Support parents with school systems surrounding booking / signing up for clubs / boarding / transport / supper etc.
• Management of meeting rooms / bookings for external partners (e.g. Support workers).
• Follow and complete the office checklist.
• Any other duties commensurate with the role.
PA to the Head:
As PA, you will be responsible for all PA duties in support of the Head. This includes, but is not limited to:
• screening phone calls, enquiries and requests and handling them when appropriate.
• meeting and greeting visitors at all levels of seniority.
• organising and maintaining calendar entries for the Head whilst protecting ‘desk time’.
• dealing with incoming emails and post.
• producing documents, papers, reports and presentations.
• organise meetings and ensure the Head are well prepared for meetings, preparing agendas, pre-meeting briefings and meeting papers and taking minutes.
• liaising with suppliers, staff and parents as appropriate.
• maintain office systems, including data management and filing.
• any other duties as may be reasonably required in support of the wider Operations Team and SLT.