Part Time Governance Administrator, ACE Schools

Job Purpose: 

To provide administrative support to ensure the smooth running of the school by supporting the leadership team with preparation of governance documents, minute taking and supporting work with our central services partner.

Decision Making: 

This job involves working within recognised procedures, which leave some room for initiative. The work may involve responding independently to unexpected problems and situations. The post holder generally has access to a supervisor or manager for advice and guidance on unusual or difficult problems.

General Duties: 

• Be the ‘public face’ of the school in meeting visitors and operating telephones.
• Provide general clerical/administrative support e.g. photocopying, filing, faxing, emailing, complete routine standard forms, minute taking
• Undertake general central services (HR, IT, premises, governance and finance) administration e.g. processing HR paperwork and producing campaign packs, coordinating on site candidate activities, working with central teams to follow-up queries and ongoing work streams
• Undertake minute taking, typing, word-processing and other IT based tasks
• Typing of documents and correspondence as required by school leadership team
• Produce lists/information/data as required e.g. pupil data
• Maintenance of staff data on the school MIS
• Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
• Be aware of and support difference and ensure equal opportunities for all
• Contribute to the overall ethos/work/aims of the school
• Participate in training and other learning activities and performance development as required
• Appreciate and support the role of other professionals
• Any other duties commensurate with the grade of the post that may be reasonably assigned.

Central School Administrator – Leadership PA and governance/central services support:

This is a varied role, what follows are representative examples of activities. This list is not exhaustive and tasks may be shared between members of the school administration team. Not all activities are relevant to all schools in the Trust

Recruitment Support and HR

Dealing with recruitment campaign information packs and associated documentation including developing a bank of resources

Maintain MIS staff data and support HR team with workforce census returns

Organise interview processes including managing diaries

Be the link between school leadership and HR team

Support HR team in maintaining SCR or other staff records as required by Head Teacher

Liaise with Central Services HR team to ensure their records are up-to-date and accurate

Governance

Provide general administrative support to the leadership team around scheduling preparation of reports and data to meet trust deadlines

Prepare reports and documents

Manage leadership diaries in relation to trust meeting schedules

Planning of Trustee and other visits

GDPR

Liaise with Trust GDPR lead on policies and processes to ensure resources are kept up to date and disseminated to all sites

Act as first point of contact for queries related to GDPR and possible data breaches and requests for data

School Policies

Maintain the policies' area on the school files hub and website, liaise with trust and school staff to manage the policy review process

Central Services

Liaise with our central services teams to track and expedite work streams on behalf of the school leadership team

Collect data and prepare associated documents to support central services functions, for example establishment lists, equipment audits, business cases

Qualifications, Experience & Job Knowledge:

Essential

Demonstrable experience of working in a school environment

Knowledge and experience of basic HR functions

Experience of minute taking and preparation of high-quality reports

Desirable

NVQ3 (or equivalent) in Business and Administration

GCSE English and maths at Grade C or equivalent

Experience of working with MIS systems and procedures

Experience working in a fast-paced environment

Understanding of a range of office/business functions such as IT services, finance and premises