School Office Supervisor Reports to: Operations Manager Department: Business Services Contract Type: Full-time, Permanent Role Overview We are seeking a proactive and highly organised School Office Supervisor to lead the administrative functions of our dynamic and thriving independent girls’ school in West London. The successful candidate will play a vital role in ensuring the smooth operation of the school office, overseeing the reception function, managing a small team, and supporting the wider school community. This is an excellent opportunity for a skilled administrator with a strong commitment to service excellence in education. Key Responsibilities School Office and Reprographic Management - Act as the central point for all administrative and reprographic support within the school. - Liaise with the Senior Leadership Team, Academic and Business Services staff to coordinate and prioritise administrative tasks. - Manage, triage, and schedule reprographic requests, ensuring high-quality and timely output. - Maintain stock control and manage ordering of stationery and reprographic supplies. - Prepare and distribute signage, displays, presentations, and event materials as needed. - Produce internal displays and posters using basic knowledge of Publisher and Photoshop. Reception and Visitor Management - Oversee the reception area to ensure a professional and welcoming first point of contact for all visitors. - Ensure compliance with all sign-in, security, and safeguarding procedures. - Manage mail processing and delivery, attendance sign-ins, and other front-desk functions. - Respond efficiently and appropriately to queries from parents and staff. Administration and Event Support - Ensure the daily registration process is completed and that pupil attendance is accurately recorded and monitored. - Support and encourage high levels of pupil attendance in partnership with staff and parents. - Assist the Operations Manager with the planning, execution and administrative support of school events. Attend events as required. - Produce and submit reports for compliance and regulatory purposes. - Maintain and update the school’s management information system (Schoolbase) and provide support and training to staff as needed. Emergency Procedures - Lead administrative coordination during fire drills and emergencies. - Ensure accurate roll calls and confirmation of pupil and staff presence at assembly points. Team Leadership - Line-manage the School Office Assistant and two Receptionists. - Coordinate cover arrangements for staff absences, including during holidays, illness, and lunchtime breaks. Person Specification Education & Qualifications - Educated to A-Level or equivalent. - Vocational qualifications in administration, graphic design, secretarial or management fields are desirable. Experience - Proven administrative, secretarial, and office management experience in a complex organisation. - Demonstrated line management experience. Skills & Attributes - Excellent organisational, administrative, and time management skills. - High attention to detail and ability to work independently and manage competing priorities. - Strong verbal and written communication skills, with a diplomatic and professional manner. - High level of IT proficiency, particularly in MS Office 365, and a willingness to develop further digital skills. - Confident in handling confidential information with discretion. Personal Qualities - Adaptable, energetic, and proactive with a hands-on approach. - Calm under pressure and responsive to a fast-paced school environment. - Enthusiastic and empathetic towards the values of an independent school community.