MAIN RESPONSIBILITIES

Line Management and Leadership

• Provide day to day line management and leadership for the Senior School Office Administrators ensuring smooth daily operations
• Manage the professional development of all team members; hold appraisals, identify opportunities for development and ensure that the necessary skill and competency levels are in place, developed or acquired
• Liaise with HR regarding any people management processes and concerns
• Have an overview of the school office systems and daily tasks and assist administrators as required during times of heavy workload or absence
• Innovate administrative processes to ensure maximum efficiency
• Conduct regular team meetings to discuss continuous improvement of working practices and any on-going issues
• Assist in recruitment, onboarding, and training of administrative staff while ensuring compliance with school policies and regulations
• Maintain strict confidentiality regarding pupil and staff records, ensuring compliance with data protection policies
• Ensure the office environment is well-organised, welcoming, safe, and conducive to productivity

PA to Senior Deputy Head

• Provide proactive and efficient PA support to the Senior Deputy Head daily
• Manage calendar and arrange regular and ad-hoc meetings including venue booking, catering, production of Agendas and Minutes as required
• Safely store, or dispose of, documentation
• Produce correspondence
• Collate information and items to be included for insertion on the Parent Portal or Venn
• Assist with documentation for policy review
• Assist with any recruitment activities as required
• Assist with / provide information and documentation for various ad-hoc projects
• Carrying out any other projects or research as required

HSPA

• Assisting HSPA Reps responsible for ad-hoc events by publicising events/send out mailings to parents/carers (second hand uniform sales/year group social evenings/events
• Updating information for HSPA projects

General

• Take telephone calls and messages, dealing with general enquiries, re-directing and prioritising as necessary
• Update pupil/parent records on SIMs
• Assist sick pupils and refer to the School Nurse when necessary
• Maintain stationery supplies and orders
• Assist with general office mailings
• Provide cover for the members of the School Office team during sickness, holidays and other absence
• Carry out any such other duties within the post holder’s capabilities as may be reasonably requested from time to time

These duties and responsibilities are intended as a guide. They are not exhaustive: the PA to the Senior Deputy Head will be expected to undertake any reasonable task or responsibility as required by the Senior Deputy Head or the Bursar.

• Criteria
• How will these be tested or verified?
• Qualifications and Experience

• Essential:

  • At least 3 years continual experience of secretarial or administrative duties

   

  Desirable:

  • Experience of working in the education sector
• Knowledge/Skills

• Essential:

  • A high level of computer literacy, working with Microsoft Office packages and being proficient and accurate in word processing, mail merge and spreadsheet programs, particularly Microsoft Word and Excel
  •  General database experience
  • Attention to detail with proof reading skills
  • The ability to work effectively under pressure
  • The ability to reschedule and reprioritise as necessary
  • The ability to prioritise tasks and to be able to show initiative in dealing with day-to-day situations
  • The ability to maintain in strictest confidence any information received concerning School matters
  • Previous line management experience
  • An exemplary attendance record in their present and previous employment
  • Please note: Where applicable, candidates will be required to demonstrate a high level of IT skills at interview

   

  Desirable:

  • Knowledge of child protection and safeguarding policies
  • Knowledge of HR policies and processes
• Personal Attributes

• Essential:

  • Excellent interpersonal skills and the ability to communicate effectively with pupils, parents and staff and the wider school community. This requires an open, friendly approach together with a good telephone manner
  • Patience, flexibility and a sense of humour
  • A willingness to undertake training in order to acquire a mastery of appropriate IT skills
  • Ability to work well as a member of a team
  • The ability to remain diplomatic and composed under pressure
  • Ability to understand and adapt to the culture of an independent day school