PA to the Principal & Clerk to the Board

BSB is a not for profit, inclusive fee-paying international school with 1,350 students from approximately 70 countries.

Purpose of the role: Provide effective and efficient secretarial and administrative support for the Principal and full administrative and clerical support to the Board of Trustees and Board of Governors and the Board Sub-groups in their legal and operational duties.  

Areas of responsibility:  Accountable to the Principal for all duties with the exception of matters which are of direct Board interest, in which case the Clerk is accountable to the Chair of the Board of Governors. Report to and liaise with the Head of Internal Communication in capacity as a member of PA staff. 

As PA to the Principal  duties include: 

•Maintain, manage and coordinate the Principal's diary, arrange appointments and meetings. 

•Maintain and manage the Principal’s email account and ensure follow up of requests 

•Prepare and send correspondence 

•Manage and coordinate projects and tasks delegated by the Principal. 

•Coordination and organisation of travel for Principal's trips and whole school visitors. 

•Coordination and preparation of itineraries for visitors in liaison with the Principal. 

•Deal diplomatically with telephone enquiries and visitors to the school and/or for the Principal 

•Provide secretarial and administrative support to the Leadership Team, Extended Leadership Team, Health & Safety Committee, Works Council and the Cafeteria Group. 

•Liaison with external contacts as required 

•Assist the organisation and coordination of whole school events. 

•Attend internal and external events at evenings and weekends in relation to the role.  

As Clerk to the Board of Governors  duties include: 

•Take responsibility for the efficient and effective administration of the Board in concert with the Chair and the Principal 

•Draft letters, emails and speeches for Chair of BoG 

•Assist the Board in its objectives and ensure all legal vzw procedures are followed in liaison with the Finance & Operations Director 

•Ensure Board operational procedures are followed and reviewed as set out in the Board Handbook and keep it updated. 

•Prepare and administer all meetings of the Board of Trustees, Board of Governors and Board Sub-groups by collating necessary documentation and presentations for each meeting. This includes the practical organisation of meetings including booking venues, facilities and catering. 

•Prepare meeting reports and accurate records of decisions taken and task lists if required. Ensure consistency in documentation e.g. minutes, Terms of Reference, SWOT & strategic aims, SG self-evaluations 

•Input meetings and appointments for attendees in Groupwise Calendar 

•Archive all Board papers and ensure filing requirements are met 

•Be key liaison figure between Trustees, Governors and the school and ensure all members feel welcome in the school. •Arrange travel, hotels and taxis to and from BSB, hotel and airport for visiting Governors and Trustees for meetings, including follow up with their travel expenses.

•Manage the process for membership to the Board of Trustees, Board of Governors and Board Sub-groups in concert with the Chair of the Board 

•Coordinate the Board membership induction and evaluation processes in liaison with the Governance Sub-group 

•Maintain the whole school Policy Manuals and communicate and liaise with the Principal and ELT

The Person: 

•The post holder may be required to perform duties other than those given in the job description for the post. The particular duties and responsibilities may vary from time to time without changing the general character of the responsibility entailed.

•Committed to achieving the best at all times for BSB students

•Belief that in learning and in life more is achieved together than alone 

•Open mindedness and welcoming of otherness 

•Committed to the safety and wellbeing of BSB students. 

In return, we offer: 

•A full-time (37.5h/w), permanent contract with full obligation to attend all staff meetings and Professional Learning workshops

•On the job training 

•Interesting position in an international environment 

•Attractive salary (BSB Operational scale – Band 4 representing a minimum of € 44.496 and maximum € 69.545 gross per year, depending on the years of relevant experience) and extra-legal benefits including hospitalisation insurance, extra pension payments, luncheon vouchers, generous holiday provision, free use of the BSB sport facilities  

Application process: The deadline for applications is Tuesday 23 October 2018 at 16:00 (CET). Please note that only applications sent in using the application form on the BSB website will be considered. No other submissions will be accepted.  Interviews will be held at the school on Monday 12 November 2018.

“The British School of Brussels is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.”