Job Overview
The British Junior Academy of Brussels is located in the diplomatic residential area of Brussels and the diverse intake is reflected in our proximity to the main institutions of the EU, major NGOs and offices of multinational companies. Our reputation, since 1992, as a high-quality provider of the National Curriculum of England is recognised in the community. BJAB is proud to be a part of COBIS (Council of British International Schools) and IAPS (International Association of Prep Schools). The school was inspected in 2019 by ISI and judged to be `Excellent' in all areas and has successfully completed a further 2022 ISI compliance inspection in which the school met all British School Overseas (BSO) standards. The report can be accessed here.
The school already has an excellent record of feeding pupils into top European and British independent schools including Eton, Thomas's Battersea, Westminster, Magdalen College, St Mary's Ascot and James Allen's Girls School, and continues to attract high calibre British and international families.
Our ethos is grounded in providing a safe, caring, respectful, tolerant and disciplined environment where high standards prevail in all areas of school life. The school has approximately 298 pupils and a teaching staff of 48.
Responsibilities
The School Office Manager will be responsible for overseeing all aspects of office management. The School Office Manager is directly responsible for the management of the school's administrative team. 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 including:
Management & Recruitment
* Manage the administrative staff including task assignment, appraisals, and training
* Manage the employee recruitment processes from job postings, interview scheduling, and drafting offers letters
* Assist the HR Representative with administrative tasks including processing staff applications, visa applications (when applicable), and ensuring compliance with national and regional requirements
* Maintain the Single Central Record (SCR), the statutory safeguarding document standard for schools in the UK which follow the British International Safeguarding Standards
IT & Data Management
* Operate as the Microsoft 365 Administer for the school and business enterprise including the Microsoft profiles of all staff and pupils
* Manage and update various ISAMS modules (eg. Human Resources, Reports, Teaching, Registration, and Report Publishing)
* Perform platform maintenance for online learning systems and exams including periodical updates and yearly roll-over
* Manage the school's IT infrastructure including school-issued employee laptops, student iPad devices, printers, Wifi networks, etc.
Communication & Front Desk
* Serve as the first point of contact for parents and visitors, manage daily correspondence with parents via Email and phone, and answer phone calls efficiently
* Prepare essential documents such as the Staff Handbook, School Calendar, and school policies
* Manage and delegate emails from the shared administrative department email inbox including both internal and external queries
* Efficiently and effectively craft email responses (in English) and other internal and external communication
Event Planning & Extra-Curricular
* Manage the practical organisation of school events by coordinating logistics such as arranging school transportation, overseeing reservations for school trips
* Manage the administration of termly Extra-Curricular Clubs for primary and secondary levels
* Manage the administration of Spring and Summer Stage for primary and secondary levels
Office Maintenance, Resource Management, & Finance
* Track and manage resources, inventory, and orders for office supplies and equipment
* Process annual orders for school resources
* Liaison with the Chief Finance Officer (CFO) to establish department budgets and process orders in line with established budgets
Health & Safety
* Operate as the designated Health and Safety Officer, including responsibility for all health and safety matters of the scho
* 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 and responses to accidents on CPOMS
Pastoral & Safeguarding
* Pastoral experience from working in an educational setting
* Demonstrate a strong understanding of child safeguarding and protection, and apply this knowledge consistently in interactions with pupils and staff
* Take responsibility for promoting the welfare and safety of children at all times, following the school's safeguarding policies and reporting procedures without exception
Essential Skills & Attributes
Commitment & Initiative: Demonstrates dedication to BJAB's vision and values, with a proactive and adaptable approach. Demonstrates the drive to propel the school into meeting future needs such as larger student population, through-school considerations, international exams (eg. IB), etc.
Commitment to the Life of the School: Demonstrates the aspiration to engage in the wider extracurricular life of the school including participating in day trips and residential trips including outbound excursions. Demonstrates the willingness to execute the school's ability to offer a robust extracurricular offering including, but not limited to, the Duke of Edinburgh (DoFE) Program
Self-Learner & 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 in English, capable of liaising confidently with staff, parents, and external partners
Essential Qualifications & Experience
* 4+ 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
* Experience using administration management systems, particularly ISAMS
* Professional proficiency in Health and Safety including first aid training, emergency preparedness training, and fire-safety training
* Background in British Standard Oversees (BSO) Safer Recruitment practices for International Schools including performing extensive background checks on international employees
* Knowledge of and experience with BSO and Independent Schools Inspectorate (ISI) regimes and accreditation requirements
* Knowledge of and experience with the DoFE policies and objectives for students to attain Silver status
* Knowledge of the National Curriculum of the United Kingdom and Wales including the EYFS, primary school, and secondary school frameworks as well as IGCSE and GCSE examinations
* Knowledge of the International Baccalaureate (IB) program and exam requirements
* Knowledge of the various international school associations such as Council for British International Schools (COBIS), Round Square, and Independent Association for Prep Schools (IAPS) and ensure BJAB's participation and compliance with these accrediting bodies
* Fluent mastery of English (ideally native language) written and spoken, with working comprehension in French
* Preferably an international profile, having lived and worked in various countries
* Willingness to undergo an extensive background check inline with BSO Safeguarding Standards
* Legal working and residential permission in Belgium (work permit may be available only for exceptional candidates)
Due to the demands of the role, 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.