HIPPERHOLME GRAMMAR SCHOOL FOUNDATION

JOB DESCRIPTION
BUSINESS SUPPORT COORDINATOR

Job Overview: To provide professional, efficient, flexible and confidential
administrative support to the Business Manager, ensuring the smooth
running of the school’s day to day operations. You will liaise with internal and external
stakeholders, manage information, and ensure compliance with company policies, legal
and safety requirements. You will also assist the Business Manager with the organisation
and coordination of school events.

Responsibilities and Duties:

Regulatory Administration:

●  Maintain an up to date schedule of all regulatory filings, returns and reporting

deadlines.

●  Work closely with the Business Manager on regulatory and compliance matters;

prepare and submit required documents and information to the relevant authorities
including Charity Commission, Companies House and other regulatory bodies.

●  Maintain relationships with various organisations of which the school has

membership.

Policies and Procedures:

●  Maintain a central register of all approved organisational policies and procedures,
liaising with SLT and Heads of Departments to ensure policies updated in a timely
fashion.

●  Monitor the rolling schedule of required updates and approvals.

Compliance and Health & Safety:

●  Maintain the log of health and safety compliance, to ensure all checks are

completed on time and are recorded appropriately, liaising with caretakers to
maintain compliance.

●  Produce half termly health and safety report.
●  Help support the implementation of the school's health and safety policies and

ensure adherence to all legal and safety requirements for people, property, and
resources.

●  Report any safety / maintenance issues to Caretakers to help ensure the school

premises are safe, clean and well maintained.

Transport:

●  Communicate last-minute changes in student numbers, ad-hoc pick ups and drop

offs.

●  Booking bus services and regular vehicle checks and coordinating with Drivers to

get buses to correct locations for these.

●  Work with Fees Administrator and Drivers to arrange buses for school trips and

events.

Events Coordination:

●  Help coordinate and support school events including open days, awards evenings,
speech night and other staff events as directed by the Business Manager, ensuring
logistical arrangements are effectively managed (set-up, catering, communications
etc).

●  Occasional attendance at after school events, if required.

General Administration:

●  Provide general administrative assistance to the Business Manager.
●  Act as a main point of contact for operational queries from drivers, caretakers and

suppliers.

●  Prioritise enquiries and requests while troubleshooting potential conflicts.
●  Handle email correspondence and prioritise tasks to ensure prompt and appropriate

follow up on all incoming issues and queries.

●  Prepare documents, reports and presentations with a high level of accuracy and in

line with the school’s brand.

●  Assist in general administration tasks such as proofreading, letter writing, policy

updates.

●  Handle confidential information with discretion and sound judgement.
●  Take minutes at meetings as required.
●  Assistance with the administrative side of our recruitment processes, in

conjunction with the HR and Payroll Administrator.

●  General administration tasks such as filing, shredding, printing, scanning, ordering.

General:

●  Follow the school’s policies and procedures, particularly Equal Opportunities,

Health & Safety and Safeguarding.

●  Maintain an appropriate level of confidentiality at all times.
●  Ensure GDPR legislation is followed, along with all other relevant legal and

statutory requirements.

●  Be involved in the school’s performance management process.
●  Attend training as required.

Person Specification:

Essential Qualifications, Experience and Skills:

●  Excellent communication skills with the ability to act professionally at all levels.
●  Ability to work independently and within a team environment.
●  Excellent attention to detail.
●  Strong organisational skills with an ability to prioritise tasks and work to strict

deadlines.

●  Ability to apply sound principles, taking into consideration the audience.

Desirable Qualifications, Experience and Skills:

●  Qualification in Business Administration or related field.

●  Experience of working within an independent school.
●  Experience of working in an administrative environment.
●  Google Workspace proficient.

This job description is not exhaustive and the post holder agrees to comply with any
reasonable request from the Business Manager to ensure the smooth running of the
Foundation.  For the avoidance of doubt, the duties and responsibilities contained within
this job description may change from time to time according to the requirements of the
role and it is not intended to have contractual effect.

Signed

Name (PRINT)

Date

Signed on behalf of HGSF

Position

Name (PRINT)

Date

Business Manager

JOB DESCRIPTION
Role: Technician (DT/Food Technology)

Reporting to: Head of Design & Technology

Job Overview: To provide technical support to teachers and students across Design and
Food Technology lessons (and occasional Art & Design lessons where required). Ensure that
classrooms, workshops and kitchen spaces are well prepared, safe and run efficiently. This
role supports teachers and students during practical activities and involves maintaining
equipment and resources to help contribute to a positive and productive learning
environment.

Responsibilities and Duties:

Health and Safety/Maintenance

●  Carry out routine inspections and maintenance checks of kitchen and workshop
tools, machinery and equipment (replacement of blades, parts etc), performing
regular risk assessments to ensure equipment is in good working order.

●  Organise the repair and maintenance of all equipment, including tasks like tool

sharpening.

●  Review all Health and Safety documents to ensure they are up to date.
●  Ensure the workshop, kitchen and storage areas are kept in a clean, tidy, safe and

organised manner.

●  Follow and promote all relevant health and safety policies at all times and take

responsibility for your own and others health and safety; ensuring issues are raised
or reported as required.

Teaching Support

●  Work alongside the teachers in supporting and supervising the pupils in lessons.
●  Prepare and organise equipment, resources and materials for each lesson; this

includes setting up the environment before lessons and tidying up at the end of
each lesson, checking ‘sharps’ are correctly stored.

●  Assist teachers with practical sessions and demonstrations, providing technical

support and guidance to pupils on the safe and correct use of tools, equipment and
materials.

●  Create teaching aids as guided by the teachers and update displays to enhance the

learning environment.

Ordering and Stock Control

●  Manage the stock room to ensure tidiness and organisation, following health and

safety guidelines at all times.

●  Maintain stock levels in an organised and timely manner; ordering new supplies,
accepting and checking deliveries and keeping accurate records of departmental
stock and spending.

General Duties

●  Ensure a safe working environment.
●  Ensure storage boxes are correctly labelled.
●  General photocopying and laminating, including the copying of SEN evidence.
●  Prepare teaching materials and update wall displays as required.
●  Wash aprons and clean goggles as required.
●  Maintain good working communication with Head of DT and work effectively with

teachers, pupils and other staff.

●  Attend all Health and Safety training courses as determined by the management of

the school.

●  Maintain confidentiality at all times in respect of school-related matters.

Qualifications/Experience:

●  Previous experience working with children in an education environment - desirable.
●  Basic knowledge of food hygiene.
●  Confidence in using workshop tools and kitchen equipment.
●  A good understanding of current health and safety regulations and risk assessment

procedures - desirable.

●  Flexible, punctual and reliable character - essential.
●  Organised / logical - essential
●  Qualified to use machinery involved - desirable.
●  Health and Safety knowledge and experience - desirable.

This job description is not exhaustive and the post holder agrees to comply with any
reasonable request from the Head of the Foundation to ensure the smooth running of the
Foundation.

Signed

Name (PRINT)

Date

Signed on behalf of HGSF

Position

Name (PRINT)

Date