Headmaster's PA

 Headmaster’s PA

The role: The PA is to provide the highest level of administrative support to the Headmaster. Experience of supporting executive management in a fast-paced environment is essential, ideally within the educational sector. 

This is a high profile and exciting role that demands excellent judgement, initiative, and problem solving skills, tact, diplomacy and absolute discretion. The post holder will have a clear focus on high quality and be able to manage a complex workload with conflicting demands. Outstanding communication skills and high level IT skills are a prerequisite. 

The Role: 

The role of the PA is to support the Headmaster to ensure that the strategic, operational planning and the administration of the school runs smoothly. The post holder will also be required to work closely with the Senior Leadership Team and Governors providing confidential secretarial and administrative support. 

A flexible team player is required, who can adjust to the demands of the academic year. The PA will keep abreast of organisational issues and have a general understanding of the Schools aims and objectives. 

Hours of Work:  The designated hours will be Monday to Friday 8.00am – 5.00pm, with 30 minutes for lunch but may vary according to events or functions taking place and the appointee should be prepared to be flexible. 

Holidays: 6 weeks’ holiday plus Bank Holidays (additional 1 day per year up 5 weeks). Holidays to be taken non-term time. 

Salary: This will be commensurate with experience and qualifications, up to £30 000 per annum. 

Main Duties: 

-Assist the work of the School by providing administration support at an executive level 

-Provide a full secretarial and administrative service to the Board of Governors and the Headmaster 

-Assist the Headmaster in leading and managing the work of the school 

-Ensure all relevant paperwork is provided in advance of meetings and highlight any forthcoming events etc which he will be attending 

-Field calls, dealing with callers sympathetically and efficiently, redirecting calls where appropriate 

-Assist the Headmaster to review and monitor Performance Management procedures, ensuring timely completion of appraisals 

-Attend SLT meetings, recording minutes and action points, and follow them up to ensure completion 

-Work with the SLT to advise on, facilitate and assist in any and all processes as required e.g. coordinate the team’s calendars, schedule meetings etc 

-Organise and maintain filing systems 

-Maintain and update the Single Central Register, including carrying out DBS checks 

-Assist the Headmaster in preparing the school for Inspections 

-Assist the Headmaster with the recruitment and appointment of new staff 

-Typing, proof-reading, printing and despatching correspondence, including emails, letters, newsletters and programmes for events 

-Shorthand, taking minutes of meetings as required 

-Preparing for major school events including Founder’s Day, Open Days, School Fete, Carol Service and other services throughout the year 

-Completing the Annual Census for the Department for Education and the ISC 

-Liaising with the PTA of The Moat and providing administration for their events including circulation of information to parents 

-Ensure cover for admin support during periods of staff absence including holidays 

-Produce any highly confidential documents required 

-Produce paperwork in relation to student exclusions 

-Have a thorough knowledge of the School’s database (Schoolbase) and be able to download and manipulate reports from that system as required 

-Updating policies and procedures included in the staff handbook and on the website 

-Generic Accountabilities: whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. The duties outlined above are not intended as a restrictive list and may be extended or altered to include other tasks that are commensurate with the role. 

Safeguarding Children: In accordance with the school’s commitment to adhere to the Department for Education’s Keeping Children Safe in Education and all other relevant guidance and legislation in respect of safeguarding children, the PA will be required to demonstrate their commitment to promoting and safeguarding the welfare of children and young people in the school. 

Confidentiality: During the course of employment the PA will have access to information of a confidential nature. Under no circumstances may this information be divulged or passed on to any unauthorised person or organisation. 

Data Protection: During the course of employment, the PA will have access to data and personal information that must be processed in accordance with the terms and conditions of the Data Protection Act 1984 and properly applied to pupil, staff and school business/information. 

PERSON SPECIFICATION 

Qualifications 

Educated to A Level standard or equivalent with a minimum 5 GCSEs grade A*-C including English and Maths 

Educated to degree level standard or equivalent (desirable)

Experience of at least 3 years working in a similar position 

Skills and Knowledge

Proven track record of successful support to a senior management 

Strong IT skills using all packages including Microsoft and Google Suite

Excellent inter-personal skills with the ability to communicate effectively with a variety of people and to assess and diffuse confrontational situations 

Accuracy and attention to detail 

Excellent organiser 

Decision making 

Effective time management/prioritising 

Excellent telephone manner 

Ability to manage multiple tasks and deadlines 

Discretion, tact and confidentiality 

Good literacy skills to prepare correspondence and reports and maintain records to a high standard 

Flexibility to work occasionally early or late and at weekends as necessary 

Experience of working in a busy and sometimes pressurised office environment 

Typing speed of 50+ wpm and shorthand (desirable)

Experience in the School’s database, Schoolbase, including report generation 

Knowledge of independent schools 

Health and safety legislation