Personal Assistant to the Executive Leadership Team

Closing Date: 8:00am, Tuesday 12 June 2018
Interviews to be held week commencing: 18 June 2018

Job Purpose: The Personal Assistant to the Executive Leadership Team (ELT) is responsible for theadministrative duties, communication, and diary management for the Head of Senior School, Vice Principals and the Director of Development, Communication and Admissions. The role is primarily to assist them in being time efficient and to provide them with strong administrative and clerical support, enabling them in their roles to manage high-level day to day priorities and tasks as effectively as possible.

Reporting Line: Vice Principal (Pupil and staff Development and Wellbeing)

Tenure: Maternity Cover, Monday to Friday, Full-time hours – 37.5 hours per week (8:00am to 4:00pm, but could be flexible), Part-time weeks – 40 weeks per year

Key Responsibilities:

• Providing support to the Head of Senior School, 2 x Vice Principals and Director of Development, Communication and Admissions individually to enable them to fulfil their aims and work effectively; managing and writing correspondence on their behalf when directed
• Providing strategic and time efficient diary management for the Head of Senior School, Vice Principals and Director of Development, Communication and Admissions on a daily and long term basis and re-arranging appointments when necessary
• Providing strong administrative support for projects undertaken by the Head of Senior School, Vice Principals and Director of Development, Communication and Admissions
• Providing all necessary briefing papers, documents, reports and presentations for the Head of Senior School, Vice Principals and Director of Development, Communication and Admissions so that they are briefed for meetings and conferences
• Picking up and flagging actions assigned to the Head of Senior School, Vice Principals and Director of Development, Communication and Admissions
  Liaising with staff, pupils and parents on behalf of the Head of Senior School, Vice Principals and Director of Development, Communication and Admissions
  Organising, and attending when requested, the Admissions, Communications and Development meetings
• Organising guest speakers on behalf of the Director of Development, Communication and Admissions for the Admissions, Communications and Development team meetings
• Liaising with external community links and businesses and assisting or representing the Head of Senior School, Vice Principals and Director of Development, Communication and Admissions in order to maintain these relationships
• Minute taking at various meetings as requested, including, Pupil Development, Safeguarding and SLT meetings
• Collating evidence from Learning Walks, Lesson Observations and Learning Reviews and producing reports and presentations
• Requesting and collating Child Protection documentation from feeder schools for the Safeguarding Lead and bring all vital information to their attention
• Collating and dispatching all Child Protection information to relevant schools when a pupil leaves Surbiton High School
• Responsible for requesting agenda items for the weekly Wednesday Staff Briefing, providing a Briefing paper for the Principal in advance of the meeting, minute taking at the meeting and circulating the minutes to the whole Senior School Staff
• Responsible for the room booking, catering and administration of the weekly Commendations for pupils on behalf of the Vice Principal for Pupil and Staff Development and Wellbeing
• Producing the annual Year 7 Entrance Exam Analysis
• Assist the Assistant Principal for Staff Development with annual staff planner construction and online production
• Assisting with technical tasks and activities e.g. preparation of PowerPoint presentations, liaising with IT Support
• Performing other duties as may, from time-to-time, be assigned, including, but not limited to ad hoc administrative duties within the School Office
• Carrying out any such duties as may be reasonably requested

The successful candidate will be likely to fit the following profile:

• Reliable
• Trustworthy and discreet
• Responsible, self-motivated and willing to be a role model to pupils and staff
• Ability to collate and analyse large sets of data
• Ability to anticipate potential problems and remedy accordingly, and the ability
  to troubleshoot
• Maintain high levels of confidentiality
• Experience of scheduling a busy diary and maintaining confidential systems
• Highly developed planning and organising skills as well as a keen eye for detail
• Ability to maintain focus and work under pressure to achieve tasks within a demanding environment with tight time constraints
• Strong communication skills both verbal and written; ability to liaise effectively within and outside of the organisation
• Enthusiastic team player, with strong interpersonal and problem solving skills
• Accustomed to working collaboratively within a busy office environment
• Fast and accurate typing skills
• Highly flexible and able to multi-task
• Strong customer service orientation and skills
• IT literate, with extensive knowledge of Microsoft Office software, including;
  Word, Excel, Outlook, PowerPoint and databases
• Degree-level educated, desired
• Ability to contribute to the School’s ethos of excellence and mutual respect

Surbiton High School is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

Please note that the School reserves the right to appoint at any stage during the recruitment process.

For any queries relating to the role or your application, please email recruitment@surbitonhigh.com