Educational Operations Manager

2 months ago

Bryanston, South Africa RMM Full time

As the Operations Manager, you will lead the development, implementation and management of an efficient and effective end-to-end operational and educational support function that will enable all schools to thrive within the learning community. Your strategic mindset and innovative approach will help to streamline processes, reduce costs and enhance the overall learning experience for students and educators alike.

**Responsibilities**:

- Build and develop existing team to be a high-calibre school operations team
- Recruit high-calibre team members where required
- Mentor, develop and motivate teams to improve performance
- Identify and implement training and development of staff where required
- Manage performance of staff by creating a culture of high-performance, autonomy and accountability
- Address under-performance through regular feedback and in line with HR policies

Interface
- Serve as interface between the support team and school operational and educational team to enable efficient and effective collaboration
- The support team includes: finance, marketing, facilities, HR, legal (outsourced), IT (outsourced)

Policies and Processes

Responsible for:

- Designing policies and processes that align with strategy as required
- Implementing efficient policies, processes and standards as required
- Establishing and maintain appropriate systems to monitor, evaluate and report on operational performance to executive head on a regular basis

Risk management, legal and compliance
- Supporting principals to ensure compliance with school related laws and regulations as well as an effective risk management function
- Supporting principals to ensure compliance with main legislation including Independent School Act and regulations, Child Care Regulations
- Responsible for the review and maintenance of insurance policies to ensure risks are sufficiently covered identified risks where required

Finance

Responsible for:

- Drafting and implementing school-wide procurement policy and process
- Implementing, maintaining and managing effective system of controls throughout school operations - including oversight of procurement and financial management processes
- Managing and controlling expenses to ensure budget is met and cost optimisation
- Procurement non-educational supplies in line with budget (e.g. cleaning detergents/equipment, office supplies) Inventory management of all non-educational supplies
- School petty cash management and reconciliation

Support for the support team (Finance function) with:

- Creating and implementing a central procurement list of preferred suppliers that produce scale benefit
- Financial record-keeping
- Payments and accounts payable management
- Student invoicing, receipts and debtor management (incl. collections)

Marketing and events

Interfacing with support team (marketing) with:

- Implementing and upholding brand CI guidelines across all work.
- Account management social media (Facebook, Instagram, Snapchat, TikTok, Twitter, YouTube)
- Website: content, software management, auditing
- Blog: content creation and promotion
- School app involvement: ensure good UX, brand implementation
- Organising and marketing of school events (external e.g. Open Days, Expos, Fairs, Recruitment Drives)
- Photo permissions at a school level

Admissions and enrolment

Oversee the admissions and enrolment team to ensure efficient end-to-end admissions and enrolment process, which includes, inter alia:

- Supporting the design and monitoring of standard end-to-end admissions process - from enquiry to contract signing to on-boarding and off-boarding
- Managing all student enrolments from enquiries to admission and onboarding, including communications, agreements, assessments, documentation, student databases, welcome packs etc.
- Tracking all information relating to leavers and terminations on the system including detail reasons
- Managing leavers and off-boarding process, including exit interviews

Systems

Managing end-to-end education system (Engage/Ed-Admin Administrative System) on order to:

- Ensure effective setup and maintenance of the system
- Ensure on-boarding of all staff to system
- Ensure that all end-to-end record-keeping and communications are on the system (and not on alternative platforms)
- System reporting ito educational requirements e.g. SASAMS
- Class-list maintenance and communications
- School timetabling
- Annual roll-over of students

Maintaining records and necessary reports for efficient operation and compliance with laws and regulations

HR

Responsible for:

- Supporting Executive Head and Principals with school staffing planning including organograms, job descriptions, vacancies
- Supporting Executive Head and Principals with the recruitment process of all new staff members Employment policies, procedures and manuals - design and implement
- Issuing new and maintaining current employment contracts in line with head office contracting template guidance
- Supporting

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