Our client, a local school are looking for an experienced PA to support the Head. This is a 6 month contract role and the candidate must be available immediately.
To provide high quality administrative and secretarial support to the Executive Head, including responding on their behalf to calls and emails, drafting letters /correspondence, taking action where possible and keeping them informed of any relevant matters concerning pupils, parents or staff;
To be able to digest, summarise and give briefings on documents, as required;
To be the first point of contact with telephone calls made to the Executive Head by parents and others; * Minutes of meetings to be produced promptly and distributed, usually no later than 48 hours after a meeting;
To create high quality presentations and documentation, using MS PowerPoint;
To help prepare for and attend meetings with the Board of Directors, taking minutes and concluding action points;
To maintain the Executive Head's diary, prioritising and arranging meetings, avoiding clashes, anticipating and solving problems in advance and communicating well with all concerned;
Uses diplomacy and sensitivity when "gate-keeping" for the Executive Head;
To distribute agendas and take minutes at selected meetings (currently, Senior Leadership Team, H&S and Heads of Department meetings) and support effective communication by forwarding minutes and conclusions of meetings to colleagues as necessary;
To deal with correspondence at governance/executive level, as well as with dignitaries, parents, staff, pupils and others as directed by the Executive Head and to treat such matters with confidentiality and sensitivity;
To develop and maintain good working relationships with Governors, teaching staff, support staff and volunteers;
To provide general office assistance: receive the Executive Head's visitors to the school;
To make arrangements for the hospitality offered by the Executive Head for guests;
To assist with staff recruitment and admin in conjunction with the HR Department ensuring all safer recruitment checks are in place;
Manage the Single Central Register and liaise with the Executive Head for inspection;
To undertake such additional duties as might be reasonably requested by the Executive Head or other authorised person.
Maintaining school policies in liaison with the Senior Leadership Team: store draft and working documents and upload final copies onto the School website and the ISI Portal. Manage the policy toolkit: monitor review dates, advise on updates and log all actions;
Regularly review and update ISI Inspection material (as per ISSR regulations): e.g. staff responsibility list; staff handbook; timetable for school day; details for contacting the school;
Manage and collate termly updates for the Executive Head's Report to Governors;
Produce termly school calendar: schedule future school events and liaise with FOS to avoid clashes.
Assist with the organisation of key annual whole school and senior school events, including Sports Day, Prize Giving and Bonfire Night;
New Staff Induction: arrange suitable induction day(s) for new staff, produce the staff induction booklet, devise list of mentor and buddies, organise new staff log ins
To assist with arrangements for staff INSET: liaising with the Executive Head, prepare and distribute the schedule for Inset for the start and end of each term, co-ordinate staff training as necessary and keep record of staff training;
Term Dates: in liaison with the Executive Head, determine future term dates and publish them on the school website;
Act as school liaison officer - act as point of contact for the parent group: attend FOS meetings as school representative and advise on suitable dates for events. Other Responsibilities
Arrange Commendations (rewarding pupils for good behaviour);
Produce letters confirming student status;
To use the relevant areas of iSAMS which relate to the Executive Head's office;
Maintain and update the compliments and complaints folder and log;
Manage the booking system to arrange meetings and conferences and arrange refreshments and equipment as required;
Carrying out specific projects and research;
To monitor the school website and work with Marketing department to update;
To undertake such additional duties as might be reasonably requested by the Executive Head or other authorised person;
Supporting the administrative team, answering general correspondence and assisting with filing, photocopying and shredding to ensure excellent customer service;
Take part in performance management/appraisal cycles;
To be aware of employee responsibilities for Health and Safety of themselves and others and to work in a safe and secure manner with due care towards the health and safety of oneself, other staff and pupils;
Every member of staff has a duty to commit to the safeguarding and welfare of all pupils at the school; * To participate in staff programmes for training, in particular safeguarding and Health and Safety; Essential Exceptional
Excellent written and verbal communication skills.
Excellent organisational, interpersonal and team working skills.
Problem solving skills.
Confident user of Microsoft Office (Word, Excel, PowerPoint, Publisher, Visio, Advanced Outlook).
Essential Experience of producing presentations and external documents to a very high standard.
Essential Experience of using iSAMS database would be beneficial (although training will be provided).
Desirable Managing multiple projects and activities and deliver within a fastpaced and varied environment is essential.
Essential Effective communication skills. Essential Qualifications/Attainment GCSE grade A* - C in English and Maths or equivalent.
Essential Degree preferred or relevant industry experience and hold administrative qualifications.
Desirable Experience Operated extensively at EA/PA level previously.
Essential Working with young people, ideally in an educational environment.
Desirable Building and maintaining long-standing relationships with stakeholders of varying levels.
Essential Effective administrative skills, including the ability to organise and prioritise own workload in order to meet tight deadlines, whilst maintaining a high degree of accuracy.
Ability to influence positively across other departments.
Ability to work confidently with a range of people, both within the School and externally.
Able to establish and maintain excellent working relationships with colleagues, and to relate appropriately to pupils.
The ability to work as part of a team and also independently.
An enthusiastic and professional attitude and commitment to learning new skills.
Discreet and able to deal with confidential information.
Tact, diplomacy and confidentiality at all times.
Ability to use initiative appropriate to position and anticipate potential issues - and the confidence to flag this to the Executive Head.
Demonstrates a robust and supportive attitude towards difficult or challenging situations with parents and other stakeholders.
Be an effective communicator and have the ability to influence positively across other departments.
Extremely well organised, the ability to multi task, excellent planning and prioritising ability to cope with peaks of demand.
Able to respond flexibly to the demands of working in a school environment. Essential Demonstrates polite, helpful manner.
Self-motivated, high energy and pro-active with a 'can-do' attitude.
Calm, professional manner which promotes confidence and respect to all staff and students. Essential Presents a professional image both internally and externally at all times.
A desire to continue to learn and develop.
An understanding of safeguarding within an educational setting.If you are interested in this role please do apply by forwarding a copy of your most recent CV and a member of the recruitment team will be in touch to discuss your application