Engage  Inspire  Challenge

School Office and
Systems Manager
Full-Time (Term Time)

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www.davenies.co.ukContents

The School

Aims of the School

The Appointment

Job Description

Person Specification

Salary & Benefits

Facilities & Staff

Child Protection

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Enterprises such as the unique Davenies Award
Scheme and the permeation of technology in
our teaching and learning ensure we offer a truly
independent educational experience.

The School

Davenies is a thriving IAPS day school for
boys aged 4-13.  Our ethos and philosophy
enable the boys to make the most of their
preparatory years, supported by high quality
pastoral care, a broad and stimulating
curriculum and numerous extra-curricular
opportunities.  Davenies has its own distinct
character and from their earliest year’s
children are encouraged to relish the learning
experience.

We are committed to an education both in and out
of the classroom, thereby enabling the academic,
artistic, musical, creative and physical potential of
each child to flourish.  This School is a warm, caring
and happy one, where self-esteem is nurtured and
grown; we believe that by fostering a wide range
of interests and passions we provide the boys with
every opportunity to develop in confidence.  Our
high-quality teachers have an excellent track record
of preparing children for life at the country’s leading
senior schools and beyond.

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www.davenies.co.ukAims of the School

The Appointment

Davenies’ vision is to engage, inspire and challenge.

Davenies’ mission is to ensure that every boy experiences a breadth of educational opportunities, encouraging and cultivating a lifelong
eagerness for learning, whether academic, creative, artistic or sporting. We encourage the boys to discover their own passions and
talent, to develop determination and resilience, to reach their potential, and to become mindful and thoughtful individuals, with a
strong sense of service, responsibility and community.

Davenies’ aims are:
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To offer academic excellence alongside an extensive educational experience
To delivery contemporary and highly skilled teaching approaches whilst embracing traditional values
To provide a vibrant, caring and inclusive environment to which all boys contribute and within which they thrive

Fundamental to this is our understanding of boys and how we approach their learning, whilst never losing sight of each boy as an individual.

By engaging, we develop curious, reflective and enthusiastic thinkers

Davenies’ ethos underpins our vision to engage, inspire and challenge:
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▪ With inspiration, we nurture motivated and ambitious learners
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Through challenge, we cultivate courageous and determined characters

School Office and Systems Manager

We are looking for a dedicated and helpful School Office and Systems Manager
with excellent communication skills who will work in our School Office within a
lovely team. A sense of humour and the ability to be a committed team member
are essential requirements.  Someone who is used to working in a busy
environment and used to dealing with interruptions is also desirable, or if you
feel this is something that would not phase you, then this could be the role for
you.  This is a full-time, term time only role. There will be a requirement,
however, to work INSET and training days, and an additional twenty days each
year of which the days to be worked are flexible.

How to Apply

To apply for this position, please submit a Davenies Support Staff Application
Form with a cover letter for the attention of the HR Manager 3:00pm on Friday
26th September 2025. Applications should be sent via email to Ms Joanne Cook,
HR Manager (hrmanager@davenies.co.uk).

Davenies’ spirit provides the stepping stones that develop courteous, confident, thoughtful and independent young men, and supports our school’s motto,
singulus pro fraternitate laborans – each striving for the good of all.

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www.davenies.co.uk

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www.davenies.co.ukSchool Office and Systems Manager
Job Description

The Role

Reporting to the Head of Admissions, Communications and Marketing, this role is key to managing and co-ordinating the school’s administrative and
communication systems and procedures to deliver timely and appropriate communication in line with the School’s Communication Strategy and develop
procedures and workflows to make the workplace effective and efficient.

• Oversee the administration of Wufoo, TooledUp, School Cloud and any other relevant systems used by the School
• Produce programmes and orders of service for key events such as drama productions, sports days and religious services
• Work with the HR Manager  to oversee the regular update of the Staff Handbook and other key policies and procedures for staff;
• Develop and oversee a system of administrative templates and procedures for use by the School’s administrative staff
• Coordinate and circulate as appropriate information such as Form Lists, Staff Lists, etc.
• Assist in the coordination of key events, including Leavers’ Service & Dinner and Carol Service

Reporting Line

Communication

The School Office and Systems Manager will report to the Head of Admissions, Communications and Marketing but will also work closely with all
members of the ET and SLT.

Administration and Organisation

• Lead and support in the administration of iSAMS (MIS), ensuring that it effectively supports the functions of the school

o lead on the development of iSAMs to support the efficient management of the school
o liaise with iSAMs as required
o support colleagues to ensure effectiveness and efficiency of MIS use
o administer changes to timetables, staffing, etc, on iSAMs, as required

• Support the administration of MySchoolPortal (MSP) as an efficient and thorough communication portal for parental use
• Under the leadership of the Deputy Head - Operations, manage and administer the content of the school calendar, establishing

deadlines for entries and drafts, and scheduling and attending termly calendar planning meetings; and setting key dates prior to the
start of each academic year

• Coordinate proposed future dates for the approval by the Headmaster
• Assist the Deputy Head – Teaching and Learning in coordinating the production and dissemination of grades and reports using iSAMS

and MSP, including proofreading and quality checking of reports

• Be the School ‘Super User’ of My School Portal ensuring it is used to its maximum potential as an efficient and thorough communications portal
• With the Head of Marketing,  Admissions and Communications, identify and implement improvements to the communication strategy for parents

and prospective parents

• Proactively send all communications to parents in a timely manner through MSP, selecting the most effective format and channel for each message
• Oversee and administer communications between the school and the parental body, assisting and advising colleagues in this process, ensuring that
the school is proactive in pushing communication to parents, and that all communication consistently reflects the school’s vision and values, and
branding

• Proofread and check all communications for accuracy, ensuring they are on brand
• Look for ways to improve processes in relation to parent communications through MSP
• Disseminate and communicate pertinent information to staff
• Assist with the production of pastoral and academic communication for parents, such as Curriculum Handbooks and Parent Handbooks
• Develop the relationship with Parent Reps, and attend termly Rep Meetings to facilitate ‘2-way’ communication, passing on feedback to relevant

staff, as appropriate

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www.davenies.co.ukSchool Office and Systems Manager
Job Description

Events and Calendar Management

• Publish key dates to staff and parents through most appropriate means
• Schedule and attend termly calendar planning meetings, and support with setting key dates prior to the start of each academic year
• Coordinate proposed future dates for the approval by the Headmaster
• Attend the weekly calendar meeting
• Support stakeholders with the organization of school events
• In conjunction with the Deputy Head Help organise and assist with the smooth running of Speech Day each year.  This will involve ensuring all

prizes, certificates and badges and ties are organised and in place before the event.

Compliance

The Compliance aspects of the role will report to the Bursar

• Manage the schedule of school policies and liaise with relevant staff to ensure they are updated as required; publish latest versions on school’s

website and other communication portals for staff, parents and governors through use and upkeep of a policy tracker

• Manage the schedule of school risk assessments and liaise with relevant staff to ensure they are updated as required, publishing latest versions on

school intranet for staff and governors

• Support SLT and other relevant staff in updating existing policies or developing new policies in line with legislative and regulatory updates
• Facilitate the School’s preparation for inspection by the ISI alongside the Senior Executive Team

School Transport Administrator

• Manage the Bus booking system and be the main point of contact for users of the bus service
• Act as the link employee between Davenies and Ride Tandem
• Oversee and administer bus related communications with parents.

General

• Provide administrative and organisational support to key members of the SET and SLT for key events and as required
• To be the administrator of iSAMs including, but not limited to:
• Adding and archiving members of staff
• Administering changes to the timetables, staff, users, pupils etc as required
• The annual roll over
• Being the liaison with iSAMs
• Evolve the use of iSAMs to ensure The School is using it to the best of its ability
• To support Admissions when needed
• To provide lunchtime and after school cover in the main school office until 5.00 pm
• To provide cover for the School Secretary in the event of absence.
• To assist with attending and taking minutes at staff meetings (prep and pre prep), INSET meetings, pastoral, sustainability, SET

and SLT and governor meetings

• Any other duties as reasonably required by the Headmaster or Bursar.

www.davenies.co.uk

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School Office and Systems Manager
Person Specification

School Office and Systems Manager
Salary & Benefits

Experience, Qualification & Training

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The Successful Applicant will have previous experience in a similar role in systems and administration.
Knowledge and understanding of the education sector and/or experience of working within a school environment is essential.
The successful candidate will be required to complete safeguarding training online (arranged by the school) before they commence the role, where
they have not already received training in the past two years

Skills, Competences & Qualities

Excellent written and oral communication skills
Excellent interpersonal skills with a diverse range of stakeholders

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▪ Meticulous organisational skills and attention to detail
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▪ Maintain confidentiality in all aspects of work and to have the ability to deal with confidential issues discreetly and sensitively
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Ability to be flexible, multi-task and adapt to changing priorities
Ability to stay calm under pressure and work to deadlines
Positive and friendly manner

Computer literate and able to demonstrate skills in various IT systems and packages including, Microsoft: word, excel, outlook, Teams.  Experience of
iSAMs is essential.
Ability to work well as part of a wider team
Ability to develop and adapt to new systems and processes to improve efficiency

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This role is assigned to the Davenies Support staff group pay scale and the salary will be competitive dependent upon qualifications and experience.

Benefits

A generous employer contribution towards an support staff pension scheme

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▪ Death in service (two x annual salary)
Sick pay provision immediately upon joining
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Cycle to Work/Tech Scheme
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Fee remissions are available for employees children
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▪ We are able to provide childcare voucher provisions
▪ Onsite car parking facilities are available
▪ We place great emphasis on staff wellbeing and morale and we firmly believe in work/life balance for everyone at Davenies. Social events for staff take

place throughout the year

Personal Accident and Emergency Dental cover, including access to a healthcare helpline and individual counselling services

▪ We provide iPads and laptops to all our staff
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▪ Our talented catering team ensures that staff enjoy complimentary healthy and balanced meals every day
▪ Davenies branded fleece
▪ We pride ourselves on encouraging and supporting our staff with access to regular Continuing Professional Development courses and training

Working Time

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The post is term-time and full-time with a requirement to work INSET and training days, and an additional twenty days each year.
Four weeks paid holiday (to be taken during school holidays)
40 hours per week, 9.00 am - 5.00 pm (including one hour paid lunch break per day)

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www.davenies.co.ukFacilities & Staff

Child Protection

Facilities

Staff

Child Protection

Centred around a Grade II Listed Farmhouse, the school comprises a mix
of traditional and modern buildings, with the RIBA award-winning Jubilee
Building housing the Pre-Prep and Junior school.  Much of the learning for
boys from Reception to Year 4 takes place in their own classroom, and from
Year 5 upwards takes place in subject-based rooms.  The pupils also benefit
from the use of the School’s other buildings and outside areas which house
the Dining Room and Library, the Performing Arts Centre and Sports facilities
including swimming pool, gymnasium, AstroTurf and sports fields.

Davenies has over 80 employees consisting of full and part time qualified
teachers and teaching support staff, and supported by a team of office staff,
a site team led by the Facilities Manager, and a dedicated School Nurse.
Catering, cleaning and IT support are outsourced, with external contract staff
working alongside the School to provide term-time services.  In addition, the
School hosts a range of visiting music, LAMDA and extra-curricular activity
tutors.

Child Protection is always a top priority at Davenies.  Davenies is committed
to providing the best possible care and education to its pupils and to
safeguarding and promoting the welfare of children and young people whilst
offering a supportive working environment to all its members of staff.  The
School recognises that, in order to achieve these aims, it is of fundamental
importance to attract, recruit and retain staff of the highest calibre who share
this commitment.  Child protection screening applies to all staff appointments
within the school, including Enhanced DBS Certificate, Barred Lists check, and
checks against the Teacher and Management Prohibition Lists.  For further
information, please read the School’s Child Protection Policy and Recruitment
Policy and Procedure which are available on the School’s website.

Davenies School is committed to safeguarding and promoting the
welfare of children and expects all staff to share this commitment.
All successful applicants are required to undergo child protection
screening including checks – with current and previous employers
and the Disclosure & Barring Service.

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www.davenies.co.ukStation Road, Beaconsfield, Buckinghamshire, HP9 1AA
E: office@davenies.co.uk  |   T: 01494 685400  |  www.davenies.co.uk