Headmaster's PA

We are looking for a career minded and enthusiastic Headmaster’s P.A. to work in our busy school office, in Notting Hill, alongside the school bursar and school registrar. This will be a permanent, full time position and the contracted hours will be from 8am until 5pm. 

The administration of the school is essential in ensuring whole school success, representing the front window of the school to current and prospective parents. The ideal candidate will be able to demonstrate that they have the necessary people skills, experience and competence to work in this busy environment with adults and children alike. Proficiency in English, both spoken and written, is essential as well as a polite and friendly telephone manner. It is essential that the candidate has a good knowledge of SIMS and office software packages and experience of working in the education sector is desirable.

The School

Wetherby School is a thriving and highly successful non-selective, independent school in Notting Hill with 350 boys, aged 2 ½ to 8. The school is heavily oversubscribed and extremely successful in securing pupils’ entry into the preparatory school of their choice. It is part of the Alpha Plus Group of schools, which is one of the country's leading educational groups.

Closing Date for receipt of applications is 10 am on 5th June 2020. Interviews will be held week commencing 8th June 2020.

Job Description

The post holder will be a member of the staff at Wetherby School and will hold responsibility for the administration of the school as delegated by the Headmaster.

He/she will work alongside the school bursar and school registrar to ensure the smooth running of the school office.

Main Responsibilities

 Day to day:

• First point of contact for parents
• Read and respond to emails
• Respond to parental enquiries either in person or by phone or by e-mail
• Respond to e-mails throughout the day
• Open school post and Headmaster’s post and distribute accordingly
• Administer First Aid to boys
• Liaise with the school caretaker regarding jobs in the school
• Answer the door to visitors and suppliers and take responsibility for the signing in and out procedure
• Relay messages to staff, parents and Headmaster
• Manage Headmaster’s diary
• Organise parents’ meetings with Headmaster
• School contact for Nursery and Prep Schools
• Note answerphone messages and record pupil absences
• Contact parents of late boys
• Check registers each morning and afternoon
• Create and maintain staff and boys’ files
• Other Duties
• Manage Intouch communication with parents
• Prepare employment contracts for staff
• Manage documentation of new staff
• Manage visitors book
• Take minutes in staff meeting and distribute to staff
• Prepare and send monthly data to Head Office
• Manage correspondence for Headmaster
• Type Parent letters and distribute
• Type letters for staff as requested
• Ensure medication forms are signed by parents and filed in the school office
• Attend Alpha Plus training sessions as required
• Book venues for school events
• Book and organise school photograph
• Meet and Greet on parents Consultation evenings
• Liaise with parents regarding events such as second hand uniform sale. 

Person Specification

Suitable candidates will have:

• High Proficiency in English both spoken and written
• Excellent communication and people skills
• Good personal presentation and organisation
• Reliable, honest, flexible and trustworthy
• Able to work in a busy environment with adults and children alike
• Friendly, enthusiastic and approachable
• Responsible and able to prioritise work-load
• A willingness to be flexible and manage change
• Experience of working as part of a team and able to manage workload independently
• ‘Can-do’ attitude/willing to help out
• Good knowledge and understanding of SIMS and office software packages
• Professional and polite in conduct with clients, parents and staff
• Have a friendly and polite telephone manner
• A willingness to participate to school events

Wetherby School is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. The protection of our students’ welfare is the responsibility of all Wetherby staff and individuals are expected to conduct themselves in a way that reflects the principles of our organisation. The successful applicant will be subject to an enhanced DBS (Disclosure and Barring Service) clearance along with other relevant pre-employment checks. References will be taken up and carefully checked.

We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.