PA to the Head of the Infant & Junior School

We are looking for a PA to support the Head of Infant & Junior School to be effective in leading and managing all aspects of the Junior School, providing a confidential and personal service to assist in the smooth running of the School.

Hours of Work

Term time: 35 weeks a year, Monday to Friday 8am to 5.30pm.

Out of term time: six weeks, Monday to Friday 9.30am to 3.30pm.

Closing Date : Monday 13 May 2024

Applicants must apply using the school's own application form. Please see applicant info pack or visit the school's website.

Email hr@windermereschool.co.uk

JOB DESCRIPTION

RECEPTION RESPONSIBILITIES

• To welcome visitors onto the Junior School site.

• To be responsible for all incoming and outgoing emails, post and phone calls to Junior School reception.

• To receive visitors warmly; ensuring they sign-in and out.

• To keep the reception area tidy.

• To receive incoming deliveries, store tidily and organise their distribution.

PA TO THE HEAD OF INFANT & JUNIOR SCHOOL

• As PA to the Head of Infant & Junior School, to support the Head of Infant & Junior School to be effective in leading and managing all aspects of the Junior School, providing a confidential and personal service to assist in the smooth running of the School.

• To prepare and proofread documents published under the Head of Infant & Junior School’s signature as required.

• To assist with general administrative roles for the Head of Infant & Junior School.

• Any other duties as required by the Head of Infant & Junior School.

GENERAL ADMINISTRATIVE RESPONSIBILITIES

• To monitor registration, ensuring all children have been registered on SIMS and following up any unexplained absences.

• To administer the activity sheets, circulating choices to parents and compiling daily lists of children in each activity. At

the end of a term or half term, complete the recharges as required for the finance department.

• To liaise with Visiting Music Teachers ensuring the timetable of all music lessons is displayed accordingly and where necessary notify Form Teachers of lessons for the pupils in their care.

• To notify parents of children selected for fixtures in conjunction with the Head of PE.

• To print and publish the daily menu.

• To collate a list of children travelling on the school bus(es) and, at the end of each day, accompany the children to

the bus, ensuring they are all on the correct bus, accounted for and wearing seatbelts.

• To update the weekly and daily planners (displayed in the Junior School office) each day.

• To compile ‘Star of the Week’ awards, and proofread prior to publication.

• To prepare Awards certificates and other documentation for pupils as required.

• To use the text and email service (currently SIMS InTouch) to communicate with parents as required and to assist with the administration of parents’ evenings.

• To be responsible for monitoring and ordering stationery, ink and toners, first aid supplies, and any other necessary resources. This is to include liaising with staff, agreeing orders with the Finance Office, the placing of orders and checking deliveries against receipt notes and invoices.

• To liaise with the Head of Infant & Junior School and Finance department with regards to the management budgets, invoices, the school credit card and other matters related to purchasing.

• To provide clerical/secretarial support to members of staff as required and to assist with preparing reports and letters to parents as required.

• To process orders for the school photograph and arrange for distribution of the photographs as required.

• To maintain an accurate paper and electronic filing system, overseeing pupils’ files and liaising with the Admissions and Marketing department regarding new students as required.

• To dispense prescribed medicines and administer first aid, recording details on SIMS as required.

• To assist with the functional delivery of Junior School events such as plays, productions, Speech Day, etc.as requested.

• To undertake any other duties which might reasonably be requested.

• To update and maintain the School management systems, in conjunction with the SIMS Manager.

JUNIOR SCHOOL COMMUNICATIONS RESPONSIBILITIES

• To manage and monitor social media posts and promotions for the Infant & Junior School.

• In conjunction with the Marketing department, create and develop marketing literature to support the promotion of the Infant & Junior School.

• To ensure that the School is promoted professionally within the local and wider community.

• To liaise with the Marketing department with regards to promotional events and materials related to the Infant & Junior School

Staff Benefits

1. Meal Allowance - Free and delicious three course lunch daily

2. Counselling service - 24-hour independent helpline for staff

3. Free on site parking

4. Staff discount at local gym and pool

5. Refreshments provided in staff rooms