PA to the Headmaster

We are seeking an experienced, pro-active Personal Assistant to join Strathallan School as PA to the Headmaster. The successful candidate will have excellent inter-personal skills, offering a friendly, efficient service to parents and visitors, and will be able to undertake a broad range of administrative tasks with enthusiasm and initiative. Challenges and opportunities will appear daily, so applicants must be able to think on their feet, whilst following strict procedures and tight timescales; all within a highly confidential environment.

For the right candidate, the role will be combined with the role of office manager (as it currently is), leading the team of secretarial staff within the school. Having experience of working in a school would be advantageous but is not essential.

Headmaster's PA:

• Manage the Headmaster's diary, appointments, and correspondence in an accurate, timely and highly confidential manner.
• Oversee and book travel arrangements for the headmaster, including any visa requirements.
• Maintain awareness of upcoming important tasks and deadlines, planning well in advance and highlighting upcoming matters to the headmaster.
• Act as the first point of contact for the headmaster, dealing with straight forward enquiries (whether email, telephone call or written correspondence) and referring more complex enquiries to the headmaster.
• Draft letters and correspondence for the headmaster's approval.
• Greet and assist with the hosting of the headmaster's visitors and clients, making sure refreshments, lunches etc. are pre-ordered and arranged.
• Conduct research and/or undertake projects as directed by the headmaster.
• Implement and maintain efficient and effective procedures/administrative systems and manage filing systems and databases, as appropriate to the role and in accordance with Data Protection regulations.
• In liaison with Admissions, update and monitor pupil records on the school's administrative computer system such as changes of parental and guardians addresses, contact numbers and internal distribution, delegating to reception when necessary.
• Produce termly current pupil lists for internal distribution and leavers' details for internal distribution and archiving.
• Liaise and correspond with parents on behalf of the headmaster.
• Be responsible for the production and issues of the headmaster's correspondence, documents, invitations, and records.
• In conjunction with the headmaster, take responsibility for the production and issue of the headmaster's end of term letters and reports to Governors.
• Produce agendas and take minutes of any meetings attended by the headmaster (SMT meetings, Headmaster's Committee etc.) in a timely and accurate manner.
• Prepare, produce, and send invitations for Headmaster's entertainments and Speech Day and oversee arrangements including booking meeting rooms and arranging appropriate catering.
• Assist with the sorting and distribution of school mail when required and the posting of the Headmaster's mail.
• Ensure Headmaster has all relevant papers, notes and minutes for meetings the evening before, on a daily basis (including weekends) n.b. this is not a requirement to work weekends
• Create itinerary for Headmaster's travel including copies of all tickets, accommodation bookings, events and paperwork.
• Co-ordinate Headmaster's expenses, receipts and credit card for the Accounts office.
• Buying of all Headmaster's gifts, cards, flowers for members of staff including co-ordination of all Headmaster's Christmas card lists to staff, Governors and personal.
• Manage the Headmaster's time given the demands of a 24-hour 7-day a week boarding school.
• Liaise with all appropriate staff to assist in the co-ordination of Headmaster's business.
• Oversee Reception duties and arrange cover when required.

Office Manager:

• Manage and co-ordinate the work of the Office team, including the prioritization and distribution of their work.
• Promote professional development and conduct annual appraisals for the Office team thus identifying the training needs and aspirations of the Office team year-on-year.
• Participate in the recruitment, selection, and induction procedures of new Office staff. Take an active role in onboarding and training to support a smooth transition to their role.
• Raise any staff performance or absence management concerns to the HR Manager, trying to resolve issues informally before embarking on a more formal route.
• Oversee and supervise any distribution of School's documents, publications, programmes, and correspondence to ensure their timely distribution, as required.
• Manage, co-ordinate and record annual leave for the Office team as well as managing, reporting, and recording sickness absence in conjunction with HR and Accounts.
• Take responsibility in ensuring cover arrangements for periods of staff leave to ensure smooth and uninterrupted service delivery.
• Monitor and control any financial budgets which are assigned to the Office Manager.
• Take responsibility for routine Health & Safety issues which may impact the Office team e.g., preparing risk assessments, manual handling, DSE workstation assessments etc.

Further details of the School are available on the School's Website www.strathallan.co.uk A completed application form along with a CV and covering letter should be emailed to

hr@strathallan.co.uk or posted to Ms. Claire Adam, HR Manager, Strathallan School, Forgandenny, Perth, PH2 9EG

The deadline for applications is Monday 17th April 2023. Interviews will be scheduled for week beginning Monday 24th April 2023.