School Office Manager

About the Role Our amazing Office Manager is retiring after 25 years at our school. We are seeking a highly organized, welcoming, and proactive School Administrator to ensure the smooth and efficient daily operation of our school. In this central role, you will be the welcoming face of our front office and the backbone of our financial, administrative, and operational processes.This position is 25 hours per week during term time only. This position requires the successful applicant to undertake a safety check (which includes police vetting and reference checking) before they are able to take up the position. Key Responsibilities Front Office & Administration Manage inbound daily communications, respond to enrolment queries, schedule appointments for the Principal, and maintain the school calendar. Finance & Accounting Handle end-of-month financial processing using Xero, which includes reconciling bank accounts, preparing invoices, creditor payments,term deposit functions, simple journal entries, uploading all documentation for accounts reporting, spreadsheet preparation e.g.for school camps, issuing receipts and filing GST returns Payroll & HR Process staff and reliever payroll through EdPay, complete Start of Year (SOY) and End of Year (EOY) submissions, and manage New Zealand Police Vetting applications and register for support staff. Student Management Process new student enrolments, administer out-of-zone ballots, and monitor daily student attendance using the HERO system.Prepare data & information at 5 & 10 weeks for students with attendance issues. Complete EoY & SOY Hero processes. Compliance & MOE Duties Complete Ministry of Education (MOE) roll returns, submit funding reviews and maintain property project documentation. Health and Medical Support Administer student medications, manage the ongoing medication register, and order medical and first aid supplies. Community & Events Serve as the primary liaison for public health nurses and dental services, and coordinate school events such as School Photos and Pets Day. Skills and Experience Required Proven experience in financial management, with specific knowledge of Xero being highly advantageous for managing ledgers, creditors, and EOY audit preparations. Familiarity with payroll processing, specifically using the EdPay system for timesheets and leave bookings. Experience with student management software, such as HERO, for tracking attendance, medical alerts, and enrolments. Exceptional organizational skills to handle procurement through to keep school resources well-stocked. Strong communication skills to effectively liaise with parents, the School Board, PALS and external contractors. Previous experience in a school administrative role with understanding of the Ministry of Education’s expectations and interactions with schools, financial auditory requirements and knowledge of various employment agreements as they relate to payroll will be advantageous to applicants. Remuneration This will be dependent on the skills of the successful applicant. Remuneration will be determined using the Support Staff in Schools Collective Agreement which is available here #J-18808-Ljbffr