School Office Manager

Location: Etterbeek, Brussels (on-site, 5 days a week)

Contract Type: Full-Time (38h/week), Permanent

Start Date: Immediate

The School Office Manager will be responsible for overseeing all aspects of office management, IT systems, communication, recruitment, and health and safety. This role is essential to supporting the Senior Leadership Team (SLT) and ensuring that the school operates efficiently in both its primary and secondary sections.

Key Responsibilities:

IT and Data Management

• Create and manage Microsoft and Google Forms for staff, pupils, and parents (e.g., leave requests, event registration).
• Manage pupil and staff email accounts and passwords
• Maintain the school's booking systems for parent-teacher meetings and other events.
• Ensure the school website is up-to-date.
• Oversee iSAMS modules (Human Resources, Reports, Teaching, Registration, and Report Publishing) and platform maintenance for online learning systems and exams.
• Monitor communication history and manage email campaigns via iSAMS and Sendgrid

Communication and Front Desk

• Coordinate logistics, such as arranging school transportation, overseeing reservations for school trips, and arranging employee parking passes
• Prepare essential documents such as the staff handbook, school calendar, newsletters, and policies.
• Manage the school's newsletter and other external communication.
• Assist with the practical organisation of school events.
• Serve as the first point of contact for visitors, manage daily correspondence with parents, and answer phone calls efficiently.

Management and Recruitment

• Supervise administrative staff, including task assignment, recruitment, appraisals, and training.
• Manage recruitment processes, from job postings to interview scheduling and drafting offers letters.
• Assist with staff visa applications, maintain the Single Central Record (SCR), and ensure compliance with required standards.

Purchases and Office Maintenance

• Track and manage resources, inventory, and orders for office supplies and equipment.
• Process annual orders for school resources.
• Oversee maintenance for key office equipment, including printers and coffee machines.

Health and Safety

• Complete and manage general risk assessments, fire drills, and care plans for pupils and staff.
• Maintain the first aid inventory and organise first aid training for staff.
• Ensure compliance with safety regulations in the new building, including fire material installations and responses to accidents on CPOMS.

Essential Skills and Attributes:

• Commitment & Initiative: Demonstrates dedication to BJAB’s vision and values, with a proactive and adaptable approach.
• Self-Learner and Adaptable: Demonstrates the ability to learn new systems and processes independently, with a willingness to explore and implement innovative solutions to improve school operations. Comfortable with trying new methods and tackling challenges in a dynamic, fast-paced environment. The ability to work autonomously and take ownership of tasks is crucial.
• IT Competence: Proficient in Microsoft Office suite. Ability to learn and troubleshoot management platforms (e.g., iSAMS). Able to navigate and manage online platforms for communication and learning.
• Organisational Excellence: Highly organized, detail-oriented, and skilled in managing multiple priorities in a dynamic environment.
• Communication Skills: Strong written and verbal skills, capable of liaising confidently with staff, parents, and external partners.

Qualifications and Experience:

• 2+ years of proven experience in office management or a similar administrative role, preferably within a busy school or nursery environment (international or private school experience is desirable).
• Strong IT proficiency
• Fluent mastery of English, with working professional proficiency in French.
• Legal working and residential permission in Belgium (no visa sponsorship is available for this role).

Working at BJAB offers:

• A competitive salary based on experience and qualifications
• Lunch vouchers for each working day
• Ecological product vouchers
• Transport compensation
• Pension plan
• Hospitalisation insurance (family included)
• Flexible summer and holiday hours
• Opportunities for professional development

If interested, please send your CV to Ms Marisa Benitez at [email protected]. Deadline for applications: 15th November 2024

Applications without the essential criteria will not be considered. This role is not suitable for entry-level candidates. Applications will be considered on a rolling basis and short-listed candidates may be contacted before the closing date. If you are interested, we would recommend applying as soon as possible.