Head's PA and Office Manager - Maternity Cover
The Downs Malvern
Colwall, Malvern
- Quick apply
- Expired
- Salary:
- Competitive
- Job type:
- Full Time, Maternity Cover
- Start date:
- February or March 2022
- Apply by:
- 8 January 2022
Job overview
We are looking to appoint a PA to the Head and Office Manager to provide secretarial and administrative support to the Headmaster and to supervise support staff on a daily basis.
This role is to cover maternity leave for a period of 6 to 12 months.
KEY DUTIES:
Personal Assistant responsibilities:
• Providing high quality and timely administrative support of a confidential nature.
• Ensuring that all visitors, internal and external, are welcomed in an appropriate manner
• Attending meetings as required by the Head and taking and distributing minutes as appropriate
• Liaising with the Head on behalf of staff as required
• Managing a complex diary, with confidence to make decisions without referral to the diary owner, always looking up to 12 months in advance and ensuring effective use of time
• Managing the Head’s diary and appointments. This will include liaising with parents, staff, Governors and outside organisations.
• Managing incoming/outgoing correspondence to ensure that information meets the needs of the recipients. This may include writing letters, briefing reports and any other communications, maintaining the appropriate tone and style.
• Opening all post addressed to the Head, distributing it to relevant persons for action and drafting responses for the Head where appropriate.
• Dealing with all initial approaches to the Head from staff or parents and ensuring that the Head is briefed to enable an appropriate response.
• Providing a high standard of secretarial service to the Head. This will include drafting and typing letters, minutes, meeting agendas, schedules and reports.
• Assisting the Head in the preparation of the Head’s report for Governor’s and Management Board meetings.
• Liaising with the School Registrar on all prospective parent visits involving the Head.
• Co-ordinating the organisation of the Head’s end of term report writing, in conjunction with the Senior Deputy Head and the Main Office to specific timescales.
• Arranging international and domestic travel including booking flights, visa administration, rail, taxis, and accommodation, and creation of detailed visit packs where necessary, ordering and processing currency and liaising with external agencies where appropriate.
• Arranging the Head’s travel and accommodation requirements for outside duty.
Governors:
• Ensuring the accurate taking of minutes for all Governors’ sub-committee and Governor Board meetings for The Downs Malvern.
• Liaising with the Chair of Governors and the COO at Malvern College to ensure all minutes are produced and distributed in a timely manner and ensuring accurate signed copies of sub-committee meetings are kept on file.
• Sending invitations and pre reading material to those attending Governors’ sub-committee meetings.
• Arranging visits and ID badges for new Governors.
Event Management:
• Providing logistical and administrative support for the organisation of School events and functions. Working with the event lead to understand the scope of the event, managing all requirements and supporting delivery.
• Managing the Head’s social diary and liaising with the Catering Manager for all social events as appropriate.
• Attending and assisting with various School functions to include Speech Day at the request of the Head.
• Organising, managing and supporting the Head with all aspects of the annual Aquathlon.
Staff Management and Leadership:
• Providing effective leadership and line management to all admin and estates staff including the School Secretary, Estates and Grounds team, MIS Administrator and Finance Assistant
• Ensuring direct reports’ duties are being carried out to the school’s high standards and briefing the Head as appropriate
• Implementing and carrying out appraisals for the support staff in conjunction with the Director of Human Resources.
• Being the first point of contact for direct reports and undertake supervisory duties including induction, reporting sickness, approving annual leave and additional hours
• Supporting the Headmaster in the line management of support staff that report directly to him
Office Management:
• Acting as the first point of contact for internal and external stakeholders and ensure the smooth running of the office by reviewing and maintaining office systems and procedures in order to enhance, develop and implement effective delivery
• Ensuring that the Head’s office is equipped to function efficiently and that all equipment, stationery and other requirements are available as required
• In charge of all ordering on the School Credit Card, keeping appropriate finance records for this and liaising with the Finance Department at Malvern College as appropriate
• Liaising with the outside agency’s for the producing & printing of the school’s termly Calendar
• Managing the end of term and mid termly printing of reports
• Updating and organising school policies in conjunction with the Head
• Taking care of day to day operations for the Head and admin department
• Preparing and distributing the weekly school bulletins for Pre Prep and Prep
• Providing secretarial and administrative support to other members of the Head’s Senior Management Team as required
• Ensuring the school’s MIS system is current and updated when appropriate for pupil and parent contact details
• Managing the Head’s office and maintaining pupil files. Liaising with the Director of Human Resources in maintaining staff personnel files
• Ensuring the Head up to date and briefed on appropriate staff matters and school business
Attached documents
About The Downs Malvern
The Downs Malvern is a busy, vibrant and successful co-educational preparatory school for boarding and day children aged between 3 and 13 years, offering an outstanding preparatory education. The school is situated in extensive, beautiful and safe grounds on the Herefordshire side of the Malvern Hills. The facilities are first class and we are able to offer each child a wide range of exciting and challenging opportunities
The Downs, Malvern provides its pupils with a first-class education in a secure, caring and disciplined environment where every pupil can fulfil their potential, academically, creatively, physically, socially and spiritually. Our School is committed to:
· providing a broad and balanced curriculum which values academic excellence but also attaches great importance to effort, enthusiasm and enjoyment in all areas of learning and activity
· promoting the welfare of every pupil by developing their confidence and self-esteem, giving them responsibility and opportunities to exercise leadership, helping them to develop mature attitudes, and preparing them for their senior schools and adult lives
· building a strong sense of community in which all feel valued and respected, where each has a contribution to make, and where there is a growing awareness of our common responsibility for the wider world in which we live, especially our environment.
While The Downs, Malvern is a school where Christian values, ideals and practice are considered to be important in implementing these aims and objectives, it also values diversity and warmly welcomes pupils of other faiths.
Our approach to learning at The Downs Malvern is to establish a secure and productive relationship between teachers and, pupils so that children acquire knowledge and very importantly, thinking skills and individual learning styles. From the first day in our Nursery, we encourage children to work imaginatively, expressing their own thoughts and ideas.
Class-based teaching starts at age three in the Nursery to the end of Year 2 when subject teaching is gradually introduced, until Years 6, 7 and 8, when specialist teachers teach all parts of the curriculum. In years 7 and 8 the pupils complete the TDM Baccalaureate by following the core academic subjects at ISEB Common Entrance or scholarship level, and also undergo assessments in the Creative and Performing Arts, Sports and Co-Curricular activities to ensure they develop a well-rounded and balanced approach to the final stages of their Prep school education. Children here have many opportunities to expand and develop their education outside the classroom in our idyllic rural surroundings and to take advantage of our wonderful facilities both at the prep school and those we access at Malvern College.
Lessons are delivered by talented teachers in well-resourced classrooms. We prepare our pupils to move on to a wide range of senior schools; a significant proportion of our children go on to Malvern College, although our programme of study does afford parents the flexibility of choice.
The Downs Malvern is part of the Malvern College Corporation. The Malvern brand is globally strong with sister schools in Qingdao, Chengdu, New Cairo, Hong Kong and Tokyo. In total, more than 4,400 pupils experience a transformational Malvern College education around the world. The Malvern College Family of Schools also includes thriving enterprise and guardianship companies, in addition to a well-established fundraising and alumni relations society. The Downs Malvern benefits from this global network of schools where expertise and best practice are routinely shared amongst like-minded colleagues.
Our school community is a vibrant one and staff are committed and enthusiastic; all applicants are encouraged to view our website on www.thedownsmalvern.org.uk
Please note that you are wholly responsible for fact checking in respect of the information provided by schools. Please also check for the latest visa and work permit requirements that may apply. Tes is not responsible for the content of advertisements or the policies adopted by advertising schools. Tes asks that all schools follow Tes' Fair Recruitment Policy.