SPOC - Shri Ram Universal School

Designation

SPOC – Single Point of Contact (Year Zero – School Project)

Team/Department

Non-Academic preferably Admin

Business & Location

Gandhidham

Reporting to

Promoter/Principal

1.   

To facilitate and coordinate for activities that are contributing in timely set up of schools in year zero.

2.   To coordinate with school core team and support processes for all activities pertaining to marketing, HR, admin, IT etc.

3.   To plan for the initial orientation of the staff hired in year zero along with school team and processes.

People Related

Direct – PRO

Indirect –Promotors, Principals, Vice Principals, Academic Coordinators, and all teachers (domain, generic, various levels) school Team

Financial

Others

Organizational Relationships

Operating Environment

Although some of Directors/Promoters of School Consultancy schools have preferred take on the role of the SPOC during the Year Zero phase, we have observed that this has not been very effective as the requirement to coordinate for procurements and other administrative work would take up most of the Promoter’s focus from important and pressing aspects. Hence, we would strongly recommend that we hire a SPOC in year zero itself.

Ideally a SPOC should be:

·        A known and trusted individual who has worked with the Promoter in the past or his/her employee from their own or other businesses or schools

·        Should possess effective communication, coordination and interpersonal skills

·        Someone who can be groomed to take on bigger roles of responsibility and be absorbed in either an academic or non-academic role once school commences operations after year zero

·        

Someone who can be trusted to keep counsel and handle confidential information with integrity and diligence

In case such a person is not available from known circles, an outsider may also be considered. However, a thorough reference check should be conducted to ensure that the confidentiality factor is taken care of.

Outcomes

Activities for achieving Outcomes

As an Administrator

1.   Taking care of all coordination work between the promoter and School various team members assigned to the school

2.   Keeping a tab on timelines as per activity calendar of various processes

3.   Sharing concerns timely with the respective process heads so that they are addressed appropriately and promptly

4.   Keeping decisions and discussions strictly confidential within the core team

5.   Making arrangements and bookings for School Team Travel and accommodation

6.   Sharing monthly MIS and conducting weekly review meetings with Promoter and Principal on the progress in areas pertaining to Operations, Finance, Marketing, IT, Admin and HR to the promoter and school team. Any delay in plans need to be brought for immediate action.

7.   Ensuring effective coordination for Transport/cab, Housekeeping, Security, Maintenance and Events in year zero

8.   To ensure that deviation from SOP and DOPs are brought timely to the notice of Promoter and Principal.

9.   To ensure that expenditures are in line with the budget of the school

Vendor Management & Procurement

1.   Collect details and contact of vendors from School team as per the requirement of the school (for items, projects, services, etc)

2.   Plan and coordinate for new vendor development in case school vendors are not able to provide services in the concerned areas

3.   To plan and coordinate for timely implementation of vendor agreements

4.   To ensure that payments of vendors are settled as per agreement clause

5.   To monitor and ensure cordial relations are being maintained with the vendors

6.   Ensure that timely feedback is given to the vendor on services, products delivered so that situation of conflict does not arise in future

7.   To maintain and ensure that all communication/correspondence with vendors are documented and updates given to Promoter/Principal

As a HR role

1.   Planning and coordinating for recruitments (of all required employees in year zero) along with the Promoter and school team

2.   Ensure that recruitments are done with consultants with whom the school has signed up an agreement.

3.   Ensure that proper process for recruitments in followed – pdf filing, demo sessions, personal interviews with the panel

4.   Coordinate with Promoter, Principal and School team for interviews at various levels

5.   Ensuring that offer letters are rolled out in time to the shortlisted candidates

6.   To coordinate and ensure that an initial induction and orientation of Principal, Admin, PRO, IT, HR and accounts is done

7.   Taking signatures of Principal/Promoter on HR policies finalized by school and School team

8.   In case of an exit, timely full and final process to be followed

9.   Maintaining the staff database and their personal documents

As an Admissions Person

1.   Coordinating with Promoter/principal and marketing team of School for collaterals, brochures, branding activities

2.   Supervising the activities of PROs for timely ads, notices, circulars related to admissions are sent to all prospective parents.

3.   Monitoring and Planning for various marketing activities to obtain visibility for the School.

4.   Supervising the PRO so that proper MIS of queries, receivables and fee payments are done. Receipts are given to parents (till the time an accounts person joins).

5.   Ensuring that proper Admission process is carried out and final meeting with either of the prospective parent is happening with the Promoter/Principal concerned

As a Connect

joins)

1. Ensure ERP is implemented in the school as per decided timelines

Creating a Positive school environment

1. Work along with the principal, under the guidance of the Promoter in creating a transparent and positive school environment

Nature of Subordinate Activities (if any)

1. Supervising the PROS and taking care of the admissions process

Who do you interact with

Purpose of interaction

Frequency

Principal/Promoter of School

·     For coordination of various activities

·     For approvals on marketing initiatives

·     For planning of School team visits

·     For recruitment of new staff

·     For vendor confirmation and payments

·     For monthly reviews and MIS

·     For status on admissions

·     For status updates on the activities planned in year zero

As and when required

SEL Team

·     For coordination of visits

·     For understanding School systems and process

·     For sharing monthly MIS and reviews

As and when required, almost monthly

Vendors

·     For services and products for the school

·

Need Based

Challenges/Complexity of Job

1.      Alignment with the School ethos, philosophy and the way we function

2.      Liaise between Principal, Promoter and School team

3.      Manage visits/ travel plan of school members and School team

As a role of an SPOC, decisions making boundaries can be defined as:-

1. Financial and salary related decisions are taken by Promoter/Principal

Position Specifications

Educational Qualification

(Minimal Requirement)

Graduate/PG

Duration & nature of experience required

(Minimal Requirement)

Around 7 - 10 years of experience as coordinator or as an admin person preferably in a school environment