Vacancies

PA to the Head

Salary: Competitive and dependent on experience 

Job type: Permanent, Term time plus 15 hours per week in the holidays 

Start date: Mid-late August

Apply by: 19th June

Interviews: w/c 22nd June

Person Specification 

Job purpose

The Personal Assistant to the Head is responsible for:

• Ensuring that the Head is fully supported in all aspects of his work including confidential matters.
• Managing the School’s office, secretarial and administrative functions, assisting as required.
• Supporting and encouraging the School’s ethos and its objectives, policies and procedures.

Job specification

Operational

• Establish and maintain good relationships with all students, School Governors, parents/carers, colleagues, suppliers, contractors and other professionals.
• Provide efficient administration and secretarial assistance to the Head.
• Manage the Head’s diary and time including booking appointments, acting as the ‘gatekeeper’, receiving visitors, providing preparatory support and making travel arrangements.
• Open, sort and distribute Head’s mail including electronic mail, advising on any urgent matters.
• Organise meetings, conferences and events (internal and external) on behalf of the Head, including refreshments and taking minutes as required.
• Maintain accurate records of senior leadership team (SLT) and staff meetings, distributing agendas, minutes and other relevant documentation as required.
• Liaise as required with governors, staff (teaching and support), students and parents/carers on behalf of the Head.
• Liaise with professional bodies, outside agencies, other schools and organisations, and attend to queries as required by the Head.
• Assist in investigations and casework, for example disciplinary, as required by the Head.
• Develop, implement and review administrative procedures and systems putting in place necessary management controls, for example, ensuring required documentation is obtained in order to action changes legally.
• Oversee and be responsible for the circulation of incoming mail and outgoing post including Governors’ mailings, taking appropriate action as necessary.
• Act as the point of contact in relation to any complaints received, referring matters to appropriate members of staff when required.
• Oversee the maintaining and updating of information held on school system(s) including student and staff records, emergency contacts, data required for the completion of reports such as the Headteacher’s Reports.
• Lead on the organisation of the school exams and assessments, as directed by the Head.
• Assist in the collation and preparation of statistics, management information and reports as required by the Head, the Governors or auditors.
• Assist in transferring data safely when information systems are introduced and/or changed.
• Assist in the setting up and maintaining of archive files and historical data.
• Ensure information systems are updated as required.
• Contribute to the evaluation and development of administrative systems and procedures.
• Report technical faults relating to the school systems and equipment to IT to ensure that they are efficiently resolved.

Administrative

• Ensure that all administrative duties, checks, documentation, reports and returns (internal and external) are completed accurately and submitted within required deadlines.
• Undertake responsibility for all necessary administration relating to areas within their remit.
• Process, input, extract and analyse information from the School’s information systems.
• Ensure compliance with data protection regulations.
• Take minutes/notes in meetings, including meetings outside normal working hours as required, and circulate associated information.
• Answer incoming and internal switchboard calls, dealing with requests and enquiries and taking messages as required.
• Deal with correspondence promptly and as required.

General

• Attend school events as required.
• Support in times of school emergencies as required, including co-ordinating arrangements, locating students and staff, providing contact details and completing necessary documentation.
• Attend training sessions and meetings as required.
• Keep up to date with developments and changes in legislation and guidance, and communicate appropriate information to colleagues as appropriate.
• Support the Head in advising Governors and their committees as appropriate.
• Seek, consider and act upon external professional support and advice as required.

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. The duties outlined above are not intended as a restrictive list and may be extended or altered to include other tasks that are commensurate with the role as directed by the Head.

In accordance with the School’s commitment to adhere to the Department for Education’s Keeping Children Safe in Education and all other relevant guidance and legislation in respect of safeguarding children, the Head’s PA will be required to demonstrate his or her commitment to promoting and safeguarding the welfare of children and young people in the School.  All members of staff are required to participate in regular child protection training and to follow the child protection policy at all times.  Any child protection issues must be referred to the designated person for child protection and/or the Head.