Pa to Head - London, United Kingdom - Bentley Associates

Bentley Associates

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Term-time plus two weeks (41 weeks), Full-time (35 hours) _Occasional evening work may be required due to events or meetings, for which overtime may be agreed in advance.

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_Salary when role goes permanent _£32,526 - £33,628, 35 hours per week Working hours:

Job purpose:

To provide comprehensive secretarial and administrative support to the school's Headteacher
To undertake a full range of secretarial and administrative duties to the Headteacher and to ensure the efficient and effective running of the Headteacher's office and daily business

Key responsibilities:

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Personal Assistant:

Act as a first point of contact within the school for staff, governors, councillors, parents and others seeking contact with the Headteacher
To assist the Headteacher in organising their administrative workload recommending items to be dealt with in order of priority
Ensure that the Headteacher responds to particular approaches within timescales identified in any agreed priority action list
Maintain the diary for the Headteacher, arranging appointments as appropriate, and ensuring that they are adequately briefed on matters to be discussed
Make travel arrangements for the Headteacher and to provide care for their visitors, including the provision of refreshments
Assemble and prepare papers required by the Headteacher to attend meetings, prepare reports, or reply to requests for information
Handle all confidential correspondence with discretion
Liaise with senior management concerning priorities, deadlines, policies and procedures
Liaise with and support the Business Manager and/or HR Officer where necessary
Organise workload and prioritise on a daily basis using own initiative and knowledge of the work, with minimum direct supervision from the Headteacher

Secretarial and Administrative:

To provide administrative support for the Headteacher, including minute taking, confidential typing and filing
To manage the Headteacher's diary, organise and schedule meetings, book courses, arrange travel etc.
To develop and distribute agendas, and prompt actions from school business meetings, at all times maintaining timely responses to tight deadlines
To remain conversant with the Headteacher's workload on an on going basis, whilst actively supporting the Headteacher in discharging daytoday school matters and queries. This will involve undertaking roles and tasks (with mínimal supervision) that requirean indepth understanding of methods, systems and processes over a range of procedures. You will act as a troubleshooter for referred problems
Ensure the maintenance of clear and effective filing, records and other systems and to keep them updated
Maintain confidential files as directed by the Headteacher
Maintain archive files and produce references when requested
Arrange meetings and when required, take notes
Ensure that matters arising from meetings are dealt with by the appropriate people within agreed timescales
If required, to line manage other staff in the school office
Sort and prioritise all incoming post, dealing with telephone calls for the Headteacher, and other school post not individually addressed. Keep a log of mail received and how it has been dealt with. After discussion, draft, as appropriate, outgoing correspondenceand school documents that are the direct responsibility of the Headteacher
Maintain the Headteacher's filing system
Carry out research for the Headteacher/senior management as required on the internet
Provide support to the HeadTeacher in all matters relating to the admissions of students and to maintain the school roll including liaising with the data manager to ensure the MIS is updated
Provide support to the Headteacher in all matters relating to the exclusion of students
To ensure that all communications comply with General Data Protection Regulations including dissemination of Privacy notices and that consent is always sought where appropriate

General duties:

Cover for absent colleagues in the general office as necessary
Help with students who are ill or unwell
Maintain a high degree of confidentiality with regard to issues concerning members of staff and pupils
Respond positively with tact, sensitivity and awareness to pupils and parents in relation to duties undertaken
Communicate with the LEA, outside agencies, parents and the local community and to make contact with any other individuals who have business with the school
To undertake additional or other duties as may be appropriate to achieve the objectives of the post and as directed and deemed appropriate by the Headteacher
Attend governing body committee meetings on a regular basis
Other
Promote and safeguard the welfare of children and young persons you are responsible for or come into contact with
Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
Be aware of, support and ensure equal opportunities for all
Appreciate and support the role of other professionals
Attend and participate in relevant meetings as required
Participate in training and other learning activities and performance development as required
Assist with pupil needs as appropriate during the school day