Bath and North East Somerset Council
Service: Children’s Service Section: Early Years & Extended Services
Post No: 30301
Post Title: Early Years and Extended
Services Office Manager
Responsible to: Early Years and Extended Services Manager (Hay F)
Responsible for: Administrative Officers and 1 Modern Apprentice
1. PURPOSE OF JOB
To be responsible office manager for the Early Years and Extended Services
Team, based across numerous sites within the authority. To provide effective and
confidential administrative and secretarial support to the Early Years and Extended
Services Senior Management Team.
2. PRINCIPAL ACCOUNTABILITIES
(i) To contribute to co-operative working across services, in accordance with
the Council’s Vision and Values and to contribute to cross-service initiatives,
(ii) To ensure effective and accessible communication with staff, service users,
other services and agencies, the general public and others, as appropriate,
paying particular attention to the New Ways of Working arrangements for
(iii) With the Service Manager and team leaders, participate in the development
of team objectives and policies.
(iv) With the Service Manager and team leaders, ensure the effective and
efficient implementation of the Council’s objectives, including financial ones.
(v) To assist in ensuring effective external and internal working relationships are
established and maintained with relevant organisations and agencies.
(vi) To assist in ensuring the services are responsive to community needs and
that equal opportunities and health and safety issues are identified and
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The Office Manager will effectively manage the administration of Early Years and
Extended Services in order:
(i) To ensure the provision of comprehensive, coherent, flexible and responsive
administrative support services for the Team, including the development and
maintenance of effective electronic and paper filing systems, ensuring office
equipment is in good order and that resource requirements are met, within
budgetary allowances, across sites occupied by Early Year and Extended
Services, which are currently:
9 Local Authority Children's Centres
Trinity Early Years Centre, Radstock
The Hollies, Midsomer Norton
(ii) To develop and maintain effective data management systems across all the
above sites, to include up to date personnel records; asset registers of all IT
equipment; mobile phones; parking permits; CRB's; sickness/absence etc.
(iii) To manage specific time limited projects to increase effectiveness and
efficiency within the team, such as developing databases to manage
complex individual budgets for children in need.
(iv) To have responsibility for the development of IT systems and support within
the service, providing training and advice to staff, liaising with corporate IT
services and attending relevant meetings.
(v) To co-ordinate the production of information and publicity materials,
guidance and policy documents and ensure that format, design is consistent
with service requirements, and is updated when necessary.
(vi) To be responsible for carrying out all confidential and secretarial work to the
Early Years and Extended Services Manager, using initiative wherever
possible to ensure that emails and queries are forwarded appropriately
particularly in the absence of the Service Manager.
(vii) To ensure the efficient deployment of administrative officers reporting to this
post, including planning and co-ordinating the allocation of work, prioritising
and reviewing where necessary, ensuring workloads are adequately covered
during leave/sickness and managing fluctuating workloads to ensure
individual service’s needs are met.
(viii) To ensure that the administrative officers have a balance of work that is
motivating and, as well as being directive, encourages initiative and
innovation in working practices.
(ix) To co-ordinate the organisation of meetings, visits, training sessions and
conferences on behalf of Early Years and Extended Services.
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(x) To exercise professional judgement and discretion and have regard to
relevant legislation, such as the Freedom of Information and Data Protection
Acts, when dealing with information of a personal or confidential nature.
(xi) To liaise with a wide range of service users, colleagues and other
professionals at a number of levels, as necessary.
(xii) To communicate regularly with the Service and Team Managers to feedback
and update on administrative matters.
(xiii) To access relevant training opportunities to ensure personal skills and
knowledge are updated and developed.
(i) To be responsible for the management of, and recruitment to, administrative
officers reporting to this post. To provide operational support, advice and
supervision to the team, including arranging team meetings.
(ii) To promote and support the development of effective team working,
including ensuring equality of opportunity and the health and safety of staff.
(iii) To manage routine and complex project work for the Service as and when
(iv) To undertake individual supervision and performance management to
ensure administrative staff are motivated, supported and have the
opportunity to access appropriate professional development opportunities.
(v) To ensure that clear and effective working practices and coherent standards
are set and adhered to.
(vi) To efficiently manage the budget relating to the administrative team and
associated supplies and services.
3. DIMENSIONS AND CONTACTS
(i) Early Years and Extended Services comprises of 4 central teams providing
information and support services: Early Years Foundation Stage Team,
Integrated Working, Play and the Children's Centres at a number of sites
around the Local Authority. Staff have been assessed within the 'New Ways
of Working' and work in a number of flexible ways, moving around the
authority often without specific bases, posing logistical and operational
challenges that will need to be solved creatively by this post.
(ii) Early Years and Extended Services Team Manager.
(iii) The Service currently comprises approximately 100 officers and a team of 3
administrative officers. A modern apprentice will also be report to this post.
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(iv) Early Years and Extended Services has a budget of approximately £7
(v) The post will be responsible for developing and maintaining good
relationships with the following individuals and organisations:
11 Children’s Centres
85+ Early Years Settings
200+ registered childminders
60+ out of school clubs
20+ Family Support Staff
Individual children’s workforce practitioners
Headteachers and teachers in Primary schools
Multi agency staff, including the voluntary sector
Strategic Managers across services and organisations
Staff across the Children’s Service and other Bath and North East
Training providers including higher and further education establishments
in Bath and North East Somerset and surrounding area
Government Office of the Southwest
Children’s Workforce Development Council
Learning and Skills Council
Primary Care Trust
South West Workforce Development Managers
(vi) Occasional contact with school governors, elected members, young people,
4. PHYSICAL EFFORT
No physical effort or strain required in excess of work in a day to day office
environment. Driving between locations for meetings and training/conferences.
5. WORKING ENVIRONMENT
The postholder will be based in an office environment, using a pc and other related
office equipment. This post is classified as Team Base under the New Ways of
This Council is committed to safeguarding and promoting the welfare of children,
young people and vulnerable adults and expects all staff to share this commitment.
Employees have a duty to safeguard and promote the welfare of children, young
people and vulnerable adults. It is an essential requirement that staff are aware of
the Council’s Safeguarding procedures for sharing information about the welfare of
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any person for whom they have safeguarding concerns. Staff have a duty to
ensure they attend training to enable them to recognise the indicators for
concerning behaviour and receive safeguarding supervision as appropriate.
The Council complies fully with the Criminal Records Bureau Code of Practice and
a copy is available on request from the Personnel Section. An enhanced Criminal
Records Bureau certificate is required for this post prior to commencement of
The post holder will be expected to contribute to integrated working including
identifying the need for and to be involved with Common Assessment and Team
around the Child processes as required. This includes acting as the Lead
Professional where appropriate and ensuring children, young people and their
families are at the centre of decision making in order to meet their needs and
improve their lives.
To promote and uphold the principals of multi-agency working in supporting
children, young people and their families.
The post holder will promote the Council’s Health and Safety work policies and
ensure that these are implemented effectively within his/her areas of responsibility.
This job description only contains the main accountabilities relating to this post and
does not describe in detail all the duties required to carry them out.
This job description may be reviewed from time to time and amended after
discussion with the post holder. It does not from part of the written particulars of
employment of the post holder.
All duties to be undertaken in accordance with the Council’s policies, vision and
The post holder will be expected to occasionally be able to work/attend
meetings/attend events outside normal office hours.
The post holder should hold a current and valid driving licence and have access to
a car for business use.
Early Years and Extended Services are made up of four teams:
The Early Years Foundation Stage Team
The Play Team
Integrated Working Team
These teams both operate direct services to children and families through
Children's Centres; as well as other guidance and support to all pre-schools;
nurseries; childminders and after school services. In addition we work with
schools, directly supporting Reception teachers as well as supporting all schools to
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develop Extended Services. There are approximately 100 staff, with bases across
the Local Authority.
The service has been taken through the Council’s New Ways of Working process
and many senior managers now work are ‘mobile workers’ and work from home
occasionally meaning this post will often be the key Manager in the Keynsham
8. STRUCTURE CHART
Early Years and Extended Services Manager
Early Years and Extended Services Office
2 x administrative Modern Apprentice
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Bath and North East Somerset
Post Title: Early Years and Extended Services Office Manager
Prepared by: Sara Willis, Early Years & Extended Services Manager
Post no: 30301 Date Prepared: April 2011
REQUIREMENT ESSENTIAL DESIRABLE
A good education to A level or NVQ 3 Audio typing
Education & or equivalent with evidence of
Qualifications professional development
RSA Stage 3 word processing/
typing or equivalent
Up to date IT training/ qualifications
Substantial experience in office Budget
Experience administration and the development of management
administrative procedures and systems Training staff in
in a large organisation and as part of a IT
Experience of project management
Experience of managing staff.
Ability to take concise, action focused
Highly competent in IT packages with
proven ability to use systems across
Microsoft Office including full use of
Access & Excel and managing
calendars through Outlook
Knowledge of Data Protection and Knowledge of
Skills & Freedom of Information Act. the Early
Knowledge Excellent, proven interpersonal and Years,
communication skills both written and Childcare and
verbal alongside the ability to negotiate, Play sector.
be empathetic with, liaise and work in
collaboration with a range of people.
Abilities Ability to think creatively and enthuse
and motivate others and develop
Ability to manage time-limited projects.
Ability to keep up-to-date with IT
developments and use these for
creative solutions to the working of the
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Ability to work to tight deadlines and
respond to new challenges and
demands with a minimum of
supervision and to remain calm under
Ability to be self motivated
Ability to train staff in Microsoft Office
Ability to work with sensitive
information in a confidential manner.
Good customer service skills
An understanding of equal
opportunities with the proven ability to
work in a non-judgemental way.
A commitment to and understanding of
Other equal opportunities issues
requirements (E.g. Mobile to travel throughout the Bath &
Ability to work North-East Somerset area
irregular hours or Available to work flexibly to meet the
to drive) requirements of the post e.g.
occasional evening work
Any other Job Relevant Information
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