Executive Assistant to Principal

To support the Executive Principal with administrative and secretarial services, as required, and to interface with the public and Academy partners, representing the highest standards of client relationships on behalf of the Academy. To represent the academies within the Primary Cluster in a professional manner at all times, demonstrating confidentiality, discretion and maturity.  Contact with a wide range of students, parents, teachers, other staff and visitors will be an everyday part of the role and will require flexibility and strong interpersonal skills.  

KEY RESPONSIBILITIES

• Organise and schedule meetings, prepare meeting agendas, perform research for meetings, and take minutes during meetings in accordance with Executive Principal requirements

• Ensure documentation for agreed regular meetings is collated and distributed as appropriate

• Communicate with Board members and assist with board meetings as required

• Co-ordination of functions and events across the Primary Cluster, including arrangements for refreshments, invitations etc.

• Co-ordination of the content for school publications, including: newsletters, reports and questionnaires making best use of design capabilities of the IT packages available

• Oversee the brand image and compliance therein of all material used within the Primary Cluster which are outside of the remit of the Trust Brand

• Deal with communications for the Executive Principal, including correspondence and telephone calls so that the relevant messages and documents are handled properly and efficiently

• Ensure that all urgent messages from the Executive Principal are relayed in a timely manner and vice versa

• Manage the diary and schedule for the Executive Principal co-ordinating with senior management as required

• Undertake confidential photocopying, collation and distribution of sensitive documents arising from the Executive Principal’s office.

• To arrange photocopying, collation and distribution of all non-sensitive documents in the required timescale

• Produce relevant reports as required, including the collation of any necessary information.

• To produce presentation materials, using appropriate computer packages

• To monitor new pupil acceptance rates on behalf of the Executive Principal, liaising with the academy administration team as required

• To support the Executive Principal and Heads of School in recruitment activity, including liaison with the Recruitment Partner, raising of relevant authorisations, arranging interviews, issuing of New Starter Information to trigger the raising of a contract

• Undertake ad-hoc projects for the Executive Principal including research

• Maintain a discreet and professional relationship with parents and visitors acting accordingly with any sensitive material or information

• Solve simple IT problems and contact the IT department when necessary

• In liaison with the Executive Principal, establish and maintain readily accessible, reliable filing systems, both paper and ICT, ensuring processes and software are up to date and in working order

• Maintain a strong working relationship with other relevant departments, including central HR, Recruitment, Finance and IT

• Liaise with other staff members on behalf of senior management

OTHER

• Perform other duties as circumstances arise, under the reasonable direction of the Executive Principal.

• Contribute to and support the overall aims and ethos of the Academy 

• Participate in training and other learning activities 

• Be aware of and comply with the health and safety legislation and other Academy requirements that are relevant to the post 

• Demonstrate commitment and enthusiasm to promote the principle of equality and diversity in employment and service delivery

• Be familiar with Safeguarding requirements as outlined in the document Guidance for safer working practice for adults who work with children and young people in educational settings and comply with its requirements to safeguard and protect the welfare of children, young people and vulnerable adults

• Participate in Performance Management and development as required by the Academy’s policies and procedures 

• Participate actively and flexibly in a range of Academy activities 

• Be aware that all Academy employees have a general duty in law to take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions.

As an educational trust, Future Academies is committed to the safeguarding and promotion of the welfare of all children and young people. Therefore, the trust expects all members of staff and volunteers to share in this commitment.  To this end, both an ‘Enhanced Disclosure and Barring Service’ check and a ‘Barred List’ check will be required for this role.

No job description can be entirely comprehensive, and roles develop organically over time.  The post holder will be expected to support with any other duties appropriate to the role, as and when this is required.