Personal Assistant to the Headteacher Job Summary

Job Description:

Job Title: Personal Assistant to the Headteacher

Grade: Grade H6, Scale point range: 14-19

Salary Range: £27,334-£29,777 (FTE) (To be pro-rated for hours and weeks worked)

Hours / Weeks: 37 Hrs a week / Term-Time plus 5 INSET Days (39 weeks)

Contract Type: Permanent

Start Date: 1st September 2024

Reports to: Headteacher

Job Purpose: To support the Head Teacher by providing the highest quality administrative and management support to assist in the smooth running of all Academy activities. To contribute to the overall ethos, work, and aims of the Academy.

Main Responsibilities:

• Work under the supervision of the Head Teacher, Senior Deputy Headteacher, and School Business Manager while exercising initiative in performing delegated duties and seeking advice when necessary.
• Manage the Head's diary, appointments, and reminder systems to optimize their time and ensure all documents are prepared in advance of meetings and events.
• Oversee the diaries of the Senior Deputy Headteacher and the School Business Manager.
• Handle incoming and outgoing correspondence for the Head's Office, including drafting letters and emails, ensuring appropriate and timely responses to all communications.
• Screen telephone calls, enquiries, and requests, handling them or delegating as appropriate, and using discretion in providing information both within and outside the Academy.
• Ensure visitors to the Head receive efficient, professional, approachable, and welcoming service, aligned with the Academy's ethos.
• Welcome and look after external visitors on behalf of the Head, including offering and making available refreshments (including Trustee meetings).
• Draft letters, minutes, and reports for the Head's approval.
• Provide efficient and confidential administrative, secretarial, and organizational support to the Head and facilitate communication to all staff within the Academy.
• Coordinate, produce agendas, take minutes of meetings (e.g., leadership meetings, premises meetings, and Trustee committee meetings), and publish those minutes accurately and timely.
• Prepare, edit, and process documents, reports, and training materials to a high standard using appropriate software packages.
• Maintain and enhance efficient filing and documentation retrieval systems for the Head and SLT.
• Develop administrative systems and maintain records and databases as required by the Head, managing information in accordance with data protection requirements.
• Ensure the Academy's website is kept up to date as required.
• Uphold and demonstrate explicitly the vision, values, and aims of the Academy and actively contribute to their development.
• Respect the confidential and sensitive nature of the work of the Head's office, both within and beyond the Academy.
• Support a service-oriented 'can-do' approach and a culture of support within the administrative team, contributing to mutually supportive working relationships between academic and support staff.
• Provide support to the Senior Deputy Headteacher and School Business Manager as required.
• Stay updated on relevant educational issues and legislation.
• Support HR, if required, with updating codes of practice and policies annually.
• Ensure all duties and responsibilities are discharged in accordance with the Academy's health and safety at work policy.
• Participate in the Academy's Performance Management Review, ensuring performance standards and targets are set and met within the agreed timescale.
• Perform any other duties reasonably expected of a Personal Assistant.

Other Responsibilities:

• Support and foster the aims of the Academy.
• Ensure full understanding of the Staff Handbook, the Academy's aims and policies, and apply them appropriately.
• Attend staff meetings, INSET sessions, and similar important functions both in and out of normal Academy hours, and participate in the main Open Evening/Day for prospective parents and pupils.
• Notify the Line Manager as early as possible if absent from the Academy and follow the Academy's policy for notification.
• Attend relevant in-service training each year, as requested by the Line Manager and/or the Headteacher.
• Participate in the Academy's performance management scheme and appraisal.

The duties and responsibilities listed above describe the post as it is at present. This role will be reviewed annually as part of the performance appraisal process and the post holder is expected to accept any reasonable alterations that may from time to time be necessary.

Person Specification

Attributes

Essential (or expected to train/qualify to that standard)

• General:

  • A good telephone manner and the ability to deal with visitors and callers in a calm and courteous way.
  • A high level of personal integrity, honesty, enthusiasm, and stamina.
  • A proactive approach to planning and prioritizing work on own initiative, as well as first-rate organizational skills.
  • Accuracy and thorough attention to detail.

• Qualifications & Training:

  • Proven on-the-job experience.
  • Minimum of "pass" at GCSE Maths and English (A*-C or 4+).

• Relevant Experience:

  • Substantial senior secretarial and administrative experience, working in a complex environment and supporting at a senior level.
  • Proficient use of Microsoft Office, databases, and management information systems, as well as Google's cloud-based G suite products.

• Knowledge, Skills, and Abilities:

  • A willingness and ability to 'roll up sleeves' in an emergency, along with a professional, unflappable, and approachable demeanor.
  • Ability to maintain a high work rate and cope with a range of tasks and competing priorities.
  • Willingness to learn new skills and acquire new areas of knowledge.
  • Ability to plan, organize, and prioritize effectively to meet deadlines.
  • Knowledge and understanding of data protection matters, including GDPR.

• Personal Qualities:

  • A personable and professional manner.
  • Ability to forge good, effective relationships with a range of staff/colleagues.
  • Positive outlook and a commitment to completing tasks to the highest standard.
  • Excellent interpersonal and communication skills, along with a diplomatic and discreet outlook.
  • Ability to interact effectively with staff, parents, students, and outside agencies.
  • Willingness to undertake all training required by the Academy, including safeguarding training.

Desirable

• Qualifications & Training:

  • Degree or Level 4 qualifications.
  • Google qualifications.
  • First Aid training.

• Relevant Experience:

  • Previous experience within an educational setting.
  • Experience of being a personal assistant.

• Knowledge, Skills, and Abilities:

  • A good knowledge of the educational sector.

Dunbar is representing this role.