Operational Support Manager and CCF School Staff Instructor (SSI)
Permanent, full time
Starting ASAP
Executive Summary
This is a varied, hands-on management role supporting the safe, secure and effective day-to-day operation of the School. The postholder will provide flexible operational support across the School, including coordinating site security arrangement and managing the transport fleet. The role also assists the Director of Operations with risk management, health and safety and compliance, including the standards and evidence relevant to an independent school.
Alongside the operational remit, the postholder will act as the CCF School Staff Instructor for approximately two days per week during term time. The SSI is central to the efficient administration, safe delivery and development of the CCF Contingent and will support planned evening and weekend activities, exercises and camps.
The postholder will work with professional judgement, maintain clear records, escalate material concerns promptly and ensure that safeguarding and pupil welfare underpin all activity. Any conflict in priorities will be resolved by the Director of Operations in consultation with the CCF Contingent Commander where appropriate.
The Operational Support Manager will work closely with:
- Bursar
- Estates and Facilities teams
- CCF Contingent Commander
- HR
- Designated Safeguarding Lead
- Heads of Department
- Minibus drivers
- External contractors and service providers
Role Description
The post is full time and normally 40 hours per week. The anticipated allocation is approximately two working days per week during term time for CCF SSI duties and three days for operational support, although the pattern may flex across the year by agreement to meet the needs of the School and CCF. The role includes some planned evening and weekend work, CCF exercises and camps, normally including the principal annual camp. Appropriate notice, time off in lieu and/or payments will be managed in accordance with the contract, School policy and any applicable MoD arrangements.
Key responsibilities
Operational support
- Coordinate a responsive operational support service that helps the School run safely, smoothly and efficiently, prioritising work in line with pupil needs and the School calendar.
- Act as a visible and approachable point of contact for operational matters, ensuring issues are recorded, allocated, followed through and escalated where necessary.
- Support the planning and delivery of school events, lettings, open days and other activities, including access, traffic, parking, security, logistics and site readiness.
- Coordinate relevant contractors and suppliers, monitor service standards and support procurement, budget monitoring and value-for-money reviews within delegated authority.
- Maintain appropriate operational procedures, schedules, records and management information, and provide concise reports to the Director of Operations as required.
- Contribute to business continuity, emergency planning and incident response arrangements, including reasonable out-of-hours support where agreed.
- Line manage designated operational staff, setting clear expectations and supporting recruitment, induction, performance, training, attendance and wellbeing in accordance with School procedures.
Security
- Coordinate day-to-day site security arrangements so that pupils, staff, visitors, contractors, buildings and assets are appropriately protected while maintaining a welcoming school environment.
- Oversee access control and security procedures within delegated authority, ensuring records are accurate and concerns are investigated or escalated promptly.
- Support proportionate opening, closing, patrol, lock-down and emergency response arrangements and participate in an agreed out-of-hours call-out rota where required.
- Review security risks and incidents, identify practical improvements and assist with testing and communicating emergency procedures.
- Liaise with reception, estates, safeguarding staff and external security or emergency services, ensuring visitor and contractor controls reflect safeguarding requirements.
Terms and safeguarding
Benefits include contributory membership of the School's support staff pension scheme and fee remission in accordance with the applicable School policies, each of which may be amended from time to time.
All appointments are subject to satisfactory safer-recruitment and pre-employment checks, including references, identity and right-to-work checks, a medical questionnaire and an enhanced DBS check with barred-list information where legally appropriate. Appointment as SSI is also subject to any required MoD approval and security clearance.
Transport
- Manage the School's transport fleet, trailers and associated equipment, ensuring vehicles are safe, roadworthy, appropriately insured, taxed and maintained, with servicing, MOTs, safety inspections, defects, repairs, replacement and disposal properly controlled and recorded.
- Plan and coordinate minibus home-to-school routes, schedules, vehicle allocations, bookings and driver rotas, maintaining a reliable service and responding promptly to operational changes and enquiries.
- Line manage minibus drivers and any transport support staff, ensuring suitable recruitment checks, licences, permits, competence, medical fitness, training and driving assessments remain current.
- Maintain relevant transport policies, risk assessments, operating procedures and records in line with applicable road transport requirements, Section 19 permit arrangements, drivers' hours rules, safeguarding expectations and School policy.
- Monitor vehicle use, fuel, tracking, incidents, near misses and complaints; investigate concerns, implement actions and report significant matters to the Director of Operations.
- Drive School vehicles and trailers when appropriately licensed, competent and required to provide operational cover.
Risk management, health and safety and compliance support
- Assist the Director of Operations and other responsible colleagues in maintaining an effective framework of operational risk management, health and safety and regulatory compliance explicitly applying the 'Plan, Do, Check, Act' principle.
- Help maintain policies, risk assessments, action plans, training, compliance schedules and evidence in support of the Education (Independent School Standards) Regulations, relevant Department for Education guidance, health and safety law and the School's own policies.
- Carry out or coordinate proportionate workplace and operational inspections, record findings and monitor agreed actions to completion, referring matters requiring specialist competent advice.
- Support the reporting and review of accidents, incidents and near misses, including accurate record keeping and escalation of potential statutory reporting requirements.
- Promote safe systems of work and support managers with operational risk assessments, contractor controls, staff information and relevant training coordination.
- Contribute to compliance and risk meetings, audits, inspections and reports, including preparation of information for senior leaders or governors when requested.
- Keep professionally up to date and seek specialist advice where an issue falls outside the postholder's competence or delegated authority.
CCF School Staff Instructor - approximately two days per week
Working to the Contingent Commander for CCF matters, and in accordance with School and Ministry of Defence requirements, the SSI will:
- Support the Contingent Commander with the planning, administration, organisation and safe delivery of the annual CCF training programme, including routine parade days, exercises, competitions, range activity and camps.
- Deliver and support high-quality military and adventurous training; supervise cadets and NCOs; and advise CCF staff on training opportunities, qualifications and good practice.
- Act as Unit Security Officer where appointed, maintaining the accounting, security, serviceability, inspection and authorised movement of weapons, ammunition and associated equipment held in a local school armoury or elsewhere.
- Manage CCF stores, clothing, equipment, facilities and vehicles, including procurement, ledgers, issue and return, maintenance, stock checks and preparation for annual or intermediate inspections.
- Maintain accurate cadet, personnel, training and activity records on Westminster and any other mandated systems, together with routine correspondence and returns.
- Conduct reconnaissance and make bookings for training areas and ranges; coordinate transport, rations, accommodation, equipment and ammunition; and ensure post-activity accounting and returns are completed.
- Prepare, review and implement suitable risk assessments and activity documentation, applying relevant School, CCF and MoD safety, health, environmental and fire requirements.
- Maintain effective relationships with cadets, parents, School staff, visiting Service personnel and local training teams, modelling the highest standards of conduct and safeguarding.
- Attend required courses, briefings and inspections and maintain relevant qualifications and currency.
- Attend agreed CCF weekend activities and exercises and normally support the principal annual camp and other camps or expeditions planned in advance. Such commitments may fall in School holidays and will be managed within contractual arrangements and any applicable MoD allowance provisions.
- Additional support: Reasonable support to Duke of Edinburgh's Award or other adventurous activities may be provided where agreed with the Director of Operations and Contingent Commander and where this does not compromise the core responsibilities of the post.
Person Specification
Qualifications and Experience
Essential
- Full, clean and valid UK driving licence.
- Appropriate CCF weapon handling/range qualifications, or the ability to obtain and maintain them.
- Suitable first-aid qualification, or willingness to obtain.
- Ability and willingness to undertake role-specific training.
Desirable
- D1 minibus and D1+E trailer entitlement.
- SA(90) range qualification
- SAA instructor/testing qualification
- SML/WML/JSMEL
- stores accounting/CQMS or HAZMAT qualification
- IOSH or NEBOSH qualification
CCF experience and knowledge
Essential
- Substantial relevant military
- cadet-force or uniformed youth-organisation experience
- with the credibility to train and supervise cadets and support adult volunteers.
- Strong administration and stores discipline.
- Understanding of CCF/MoD safety and assurance requirements.
Desirable
- Previous SSI experience
- senior NCO or Warrant Officer background
- experience of Westminster/Bader or equivalent systems
- experience supporting camps
- ranges and adventurous training
Operational management
Essential
- Experience coordinating operational services in a busy customer-focused environment.
- Ability to manage people, contractors, competing priorities, incidents
- and service standards with limited supervision.
Desirable
- Experience in an independent school or comparable education environment
- facilities, estates, security or event-operations experience
Personal attributes/skills
Essential
- Excellent organisational, planning and problem-solving skills
- Clear written and verbal communication with pupils, parents, colleagues, contractors and senior leaders.
- Confident use of Microsoft Office/Google Workspace and databases.
- Ability to produce concise reports and maintain accurate, confidential records.
- Calm, reliable and decisive under pressure
- approachable and service-minded
- discreet, attentive to detail
- physically able to meet the reasonable practical demands of CCF and operational work
- committed to inclusion
- safeguarding and the ethos of the School
Desirable
- Experience using transport, helpdesk, compliance
- access-control or incident-management systems
- Established links with the Armed Forces or cadet community
Availability /Transport and fleet
Essential
- Willingness and ability to work flexibly, including agreed evenings, some weekends, exercises and week-long camps away from home
- and to participate in an agreed emergency call-out arrangement
- Practical experience of fleet
- transport or logistics coordination
- sound understanding of vehicle compliance
- driver competence, scheduling, incident management and accurate record keeping
- the ability to acquire this quickly
Desirable
- Availability to support additional CCF or adventurous activities by prior agreement
- Experience managing a school minibus fleet
- Section 19 operations
- route planning or employed drivers
Risk, compliance and safety
Essential
- A practical understanding of risk assessment
- safe systems of work and health and safety responsibilities
- Ability to maintain evidence, identify gaps, follow through actions
- and know when specialist advice is required
Desirable
- Experience supporting independent-school compliance, audits or inspections
- familiarity with the Independent School Standards
Terms of Appointment
Type of Contract
Permanent, full time
Benefits
Pension
Contributory membership of the School’s Support Staff Pension Scheme with a School contribution of up to 9.95 per cent upon successful completion of six months’ service.
Fee remission
In accordance with the School’s policy, which may be subject to change, up to 50 per cent fee remission for pupils attending Headington School Oxford and up to 20 per cent fee remission for boys attending Magdalen College School (under a reciprocal agreement) and subject to the terms of their policy. Fee remission is calculated on the number of weeks and hours worked and is pro rata for part-time staff who work at least 50 per cent of a normal working week.
Salary
£40,000 per annum plus any applicable MoD allowance
30 days' annual leave plus 8 bank holidays, in accordance with School policy
Additional Benefits
Free school lunches are provided. All staff have access to a broad programme of wellbeing activities. The programme currently includes access to the School’s gym and swimming pool, weekly Step and Tone and Zumba classes and regular staff social activities such as Book Club and Staff Choir. Staff also benefit from free access to the Employee Assistance Programme, a free, confidential helpline that offers advice on a range of issues. Free restricted parking is available for all staff on site.
Appointment Process and How To Apply
Applicants should submit an application form and a covering letter detailing their skills and experience to recruitment@headingtonschool.com
- Applications will only be accepted from candidates completing the application form in full. CVs will not be accepted in substitution for completed application forms. However, they may be sent in addition to the application form.
- We will seek references on shortlisted candidates and will approach previous employers for information to verify particular experience or qualifications, before the interview. References will ask about your suitability to work with children.
- If you are invited to interview you will receive notification outlining the interview process and guidance regarding the documentation you are required to provide.
Application deadline: ASAP
Interviews: to be arranged shortly after closing date
Applications are reviewed and shortlisted on a rolling basis and we reserve the right to interview, appoint and close adverts early depending on the volume of applications we receive. We therefore encourage you to apply at the earliest opportunity to avoid disappointment as once we have closed a vacancy you will be unable to submit your application form.
All appointments are subject to satisfactory completion of all employment checks, ie references, Disclosure and Barring Service, medical questionnaire, Right to Work in the UK. Headington School Oxford is an equal opportunities employer and is committed to safeguarding and promoting the welfare of children and young people. Applicants must undergo child protection screening, including checks with past employers and DBS and barred lists checks. The School expects all staff and volunteers to share this commitment.
