Marymount International School, London is an independent day and boarding school for girls, nurturing the limitless potential of curious, motivated students (ages 11 – 18) of diverse faiths and backgrounds. Inspired by the charism of the RSHM, we proudly stand as the first all-girls’ school in the UK to adopt the International Baccalaureate curriculum, which promotes independent thought within and across a broad range of disciplines.  

We are looking for an experienced and highly motivated PA to the Headmistress who will bring excellent organisational, time management, written and verbal communication skills.

Purpose

This role will provide comprehensive and proactive secretarial and administrative support to the Headmistress. This will include managing a range of logistical challenges so you need to prioritise your workload, whilst handling sensitive information using discretion. 

Reports to: Headmistress

Hours: Full-time, year-round position. The normal hours of work will be from 8am to 5pm, Monday to Friday inclusive with a 45-minute unpaid lunch break each day and at such further times and for such periods as are necessary for the proper performance of duties. A degree of flexibility will be required with this post, as attendance at events after hours and on occasional weekends will be required in accordance with the School’s schedule.

Specific Duties and Responsibilities

· Plan and manage diary, appointments and reminder systems to make effective use of time and ensure the office runs smoothly

· Proactively deal with all incoming and outgoing correspondence to and from the Headmistress’ office, including drafting letters and emails, ensuring an appropriate and timely response is made to all communications

· Deal with incoming telephone calls and e-mails ensuring that all callers receive an appropriate response within required time scales; ensure confidential and sensitive matters are dealt with in an appropriate manner

· Prepare and process documents, reports and presentation materials ensuring the quality of work produced is appropriate for purpose and on time 

· Plan and organise internal and external meetings including information, facilities and refreshments; make travel arrangements if necessary

· Maintain records and databases, ensuring that information is up to date, readily accessible, managed in accordance with data protection requirements, and that changes are notified to third parties as required.

· Filing (electronic and hardcopy)

· Prepare meeting agendas, take minutes and distribute

· Organise travel and accommodation

· Take the lead on specified administrative systems e.g. design and implementation of procedures to ensure that systems run smoothly and efficiently

· Assist with the organisation of special events and functions

· Responsibility of the administrative team, overseeing the smooth running of the school office and liaising with the PA to the Bursar, PA to the Deputy Heads and Administrative Assistants

· Reception cover

· General administrative support as/ when required

• comply with safeguarding policies, procedures and the School’s code of conduct

• Demonstrate a personal commitment to safeguarding and student / colleague wellbeing

· Carrying our specific projects and research

· Marketing activities, as directed by the Headmistress

· Attendance and support at key School events, when required, e.g. Open Days, Graduation

· Any other duties as required by the Head commensurate with the post

The Person

Essential

· Customer focused with a ‘can do’ approach

· Outstanding organisational skills with a high level of attention to detail

Excellent written and verbal communication skills

Work with discretion

Proactive with the ability to prioritise their workload and manage pressurised situations

· Professional and friendly demeanour

· Demonstrate and has proven experience of dealing with sensitive situations with integrity, tact and diplomacy

· Flexibility, enthusiasm and commitment

Professional and approachable

Ethos & Whole School Values - Essential

 · Committed to Marymount as a school with high academic standing, providing a holistic education and outstanding pastoral care

· Committed to the RSHM values

· An understanding and affinity with the School’s Catholic ethos

· Committed to operating as part of the School community

Desirable

· A willingness to give generously of their time and support school events and activities

Qualifications and Training - Essential

· Good standard of general education

· Excellent written and spoken English

· Excellent IT skills

Desirable

· Business or secretarial qualification

· ICT qualifications

Skills, Knowledge and Experience - Essential

· Strong organisational skills, able to multi-task, meet deadlines and plan / prepare ahead

· Ability to write fluently, proof-read effectively and draft communications for others

· Substantial administrative experience, including diary management

· Excellent interpersonal and communication skills, with the ability to relate well to a diverse range of people

Proven track record of meeting deadlines and prioritising workloads

Desirable

· Prior experience of working in an educational environment

· Database experience, particularly using a School MIS

· Significant experience in a PA role

· Experience of minute writing

Safeguarding & Pastoral - Essential

· Committed to safeguarding and promoting the welfare of children and young people

· A satisfactory Enhanced Disclosure from the DBS

How to apply

Please complete the School Application Forms together with a cover letter addressed to Mrs Margaret Giblin, Headmistress. These should be emailed to Ruth Bowley, Deputy Bursar, at hr@marymountlondon.com as PDF files.

 Closing date for applications: 22nd May 2024

Interviews in person at school w/c 27th May 2024. Early applications are encouraged and will be reviewed upon receipt. Shortlisted candidates may be invited for an interview before the closing date. We reserve the right to appoint in advance of the closing date.

Salary: Dependent on skills and experience (please email hr@marymountlondon.com to discuss)

Start date: Summer 2024 or as soon as possible thereafter.

Marymount International School London is committed to safeguarding and promoting the welfare of children and young people. The post is subject to an enhanced DBS check, satisfactory references and all safer recruitment checks, including social media.

Marymount International School, London, is proud to be an Equal Opportunities employer and welcomes applications from all sections of the community. Our Marymount family is richly diverse, with many different backgrounds and cultures represented. This diversity is valued and respected. All job applicants will be considered solely on their ability to do the job.