Executive Assistant

Purpose of the Role

To provide high-level administrative and organisational support to the Head of School and Senior Leadership Team (SLT), and to act as Assistant Clerk to the Board of Management. The postholder will play a key role in ensuring the smooth and efficient running of the Head’s office, supporting school operations, events, and communications, and upholding the professional standards of Ruthin School.

Duties and Responsibilities

• To support and promote the school’s ethos and mission statement.
• To ensure a duty of care at all times to safeguard and promote the welfare of all students.
• To work within the school’s Health and Safety policy to ensure a safe working environment for all students, staff and visitors.
• To work within the school’s Equal Opportunities policies to promote equality of opportunities for all students and staff.
• To maintain high professional standards of attendance, punctuality, appearance, conduct and courteous, positive relations with students, parents, colleagues and visitors.
• To actively support and promote positive professional links across the School.
• To actively engage with the performance management process and continue with personal and professional development.
• To adhere to school policies and procedures as set out in the staff handbook and other documentation available.
• To attend SLT meetings where appropriate.

Executive Support:

• Provide full administrative and executive assistance to the Head and the SLT, including diary management, document preparation, and filing systems (electronic and manual).
• Maintain and update the Head’s electronic diary, scheduling and coordinating meetings and appointments.
• Develop effective systems for the SLT to deliver effective whole school management – calendars, schedules and supporting documentation.
• Programme oversight of school projects and events to inform SLT on progress, performance and decision making. This includes the delivery of the school sustainability goals, implementation of High Performance Learning and other key school projects.
• Handle correspondence and communication on behalf of the Head, including responding to emails and telephone enquiries.
• Take accurate minutes of meetings and ensure timely circulation of agendas and action points.
• Arrange travel, accommodation, and conference bookings for the Head and other key staff members as required.
• Maintain strict confidentiality when dealing with sensitive information regarding staff, students, and school operations.
• Support school-wide events including open days, Board meetings, and community functions.

Board of Management Support:

• Act as Assistant Clerk to the Board of Management, supporting the Clerk in the preparation of Board agendas, minute taking, and circulation of papers.
• Coordinate meeting arrangements, including room bookings, refreshments, and IT requirements.
• Maintain up-to-date records relating to the Board of Management, sub committees and its members.
• Prepare the reports required for submission to Galaxy Global Education Group.

Communications and Public Engagement:

• Act as the first point of contact for visitors and members of the public, providing a warm and professional welcome.
• Liaise with external agencies such as Estyn and support inspection preparation.
• Work with the marketing team to update the school newsletter and internal communications ensuring timely distribution to the wider school community.

Confidentiality:

• In the performance of the duties outlined in this Job Description, the post-holder will have access to confidential information relating to the school, staff and pupils. All such information from any source is to be regarded as strictly confidential.
• Information relating to staff and pupils or the business of the school may only be divulged to authorised persons in accordance with the school policies and procedures relating to confidentiality and the protection of personal and sensitive data
• Ensuring compliance with the data protection legislation.

The following list is not exhaustive, but the main responsibilities of the role are detailed above.

This Job Description should be read in conjunction with the Executive Assistant generic job description.

Terms and Conditions

Salary £40,000 per annum

Working hours 08.00 - 17.00

Holiday entitlement 34 Including Bank Holidays

Pension Yes

Notice period 4 Weeks

Probationary period 3 Months