PA to Principal

1 day left

Location
Rugby, Warwickshire
Salary
£24,291 - £27,041
Posted
07 Jul 2021
Closes
26 Jul 2021
Sector
Education
Contract Type
Full time permanent
Working Pattern
See advert details
Hours
Full-Time

Title/post-holder:

To be appointed

Personal Assistant to the Principal
 

Hours:

37 hours per week

Working weeks:

Full time, 52 weeks

Salary:

Salary Range: NJC17 – NJC22 £24,491.00 – £27,041.00

Academy/College:

Ashlawn School (Transforming Lives Educational Trust)

Contract

Support Staff contract

Responsible to:

Principal        

Purpose:

- To be the Personal Assistant to the Principal and perform all necessary tasks requested by the Principal;

- To undertake a full range of secretarial and administrative duties to the Principal and to ensure the efficient and effective running of the Principal’s office and daily business.

Main Role and Responsibilities:

  • Act as a first point of contact within the school for staff, partners, councillors, parents/carers and others seeking contact with the Principal.
  • To assist the Principal in organising their administrative workload recommending items to be dealt with in order of priority.  Ensure that the Principal responds to particular approaches within timescales identified in any agreed priority action list.
  • Maintain the diary for the Principal, arranging appointments as appropriate, and ensuring that they are adequately briefed on matters to be discussed.  To filter and prioritise the Principal’s correspondence and handle all confidential correspondence with discretion.
  • Make travel arrangements for the Principal and to provide care for their visitors, including the provision of refreshments.
  • Assemble and prepare papers required by the Principal to attend meetings, prepare reports, or reply to requests for information.
  • Liaise with the senior leadership team concerning priorities, deadlines, policies and procedures.
  • Keep the calendar of Policy Updates and highlight renewal dates as necessary, liaising with relevant staff to ensure that policies are up to date, presented to AIM/Trust Board Partners as appropriate and  updated on the school website and staff intranet.
  • Work with the IT Team to ensure that the website is up to date
  • Compile the weekly school newsletter ensuring that colleagues submit contributions by the internal deadline and that it is checked for accuracy.
  • Prepare and distribute messages from the Principal
  • Liaise with the TLET Central team where necessary.
  • Ensure the maintenance of clear and effective filing, records and other systems and to keep them updated.  Support TLET HR with the maintenance of confidential personnel files for staff as directed by the Principal.
  • Support TLET HR with maintaining staff archive files and produce references when requested.
  • Liaise with TLET HR to assist in all matters relating to the recruitment of staff by placing advertisements, preparing job descriptions, arranging interviews and to remain involved and advise throughout the process.
  • In partnership with the Trust HR Team, ensure that relevant checks have been carried out on external persons, i.e. supply staff, contractors etc in accordance with statutory guidelines.  Ensure that this information is shared with the HR Team for inclusion in the Ashlawn School Single Central Record. 
  • In conjunction with TLET HR:  general personnel administration, including accurate input and maintenance of data into SIMS, maintenance of personnel records and administration of the Performance Management programme.
  • Ensuring work force census is completed accurately, annually.
  • Arrange meetings and when required, take notes.  Ensure that matters arising from meetings are dealt with by the appropriate people within agreed timescales.
  • Line manage other staff in the school administration/business support functions.
  • Sort and prioritise all incoming post, dealing with telephone calls for the Principal, and other school post not individually addressed.  Keep a log of mail received and how it has been dealt with.
  • After discussion, draft, as appropriate, outgoing correspondence and school documents that are the direct responsibility of the Principal.
  • Undertake all matters relating to the exclusion of pupils.
  • Foster links between the school and the local community.
  • Maintain the Principal’s filing system.
  • Carry out research for the Principal/senior leadership as required.
  • Organise workload and prioritise on a daily basis using own initiative and knowledge of the work, with minimum direct supervision from the Principal.
  • Maintain a high degree of confidentiality with regard to issues concerning members of staff and pupils.  Respond positively with tact, sensitivity and awareness to pupils and parents/carers in relation to duties undertaken.
  • Communicate with the LA, outside agencies, parents/carers and the local community and to make contact any other individuals who have business with the school.
  • Live the Ashlawn School family values, as detailed on our website.

Review of accountabilities:

The accountabilities of the post-holder will be reviewed annually as part of the appraisal process for support staff.

  Premises and Administration

To ensure that the team’s learning environment is safe, well maintained and attractive and in keeping with the School Health and Safety policy, reporting any concerns directly to the Senior Site Services Officer.

Safeguarding

To be aware that all staff are responsible for the safeguarding and promotion of the welfare of children.

  1. Person Specification

This acts as selection criteria and gives an outline of the types of person and the characteristics required to do the job.

Essential: - without which prospective candidates are likely to be rejected.

Desirable: - useful discriminators for long-listing good candidates.

Please make sure, when completing your application form, you give clear examples of how you meet the essential and desirable criteria.

 

Attributes

 

Essential

 

Desirable

Experience

Demonstrable enthusiasm for working in an environment with young people.

Demonstrable experience of strong communication skills and of managing difficult situations.

Experience of significant administration or Executive Support.

Experience of, or prepared to take on additional responsibilities whilst we establish our school.

Working with children and/or in a secondary school setting.

Experience of safeguarding protocols.

Experience of school-based systems (e.g. SIMS, SISRA analytics, FFT Aspire).

Project Coordination.

Experience of managing the work of others.

Fully proficient with MS Office suite, inc. advanced features in MS Word and MS Excel.

Qualifications

Minimum requirement of GCSE or equivalent in English and Mathematics grade C/4 or equivalent

Additional further education/higher education.

Role-specific additional training, qualifications and/or accreditations, e.g. SIMS training, RSA qualifications, First Aid etc.

Skills/Abilities

Able to communicate with a variety of stakeholders at all levels (e.g. pupils, colleagues, parents/carers, trustees, the community, external agencies, e.g. Ofsted).

Able to lead, coach and mentor staff, persuading and influencing.

Excellent IT skills to support the organisation.

Able to work as part of, and contribute to, a whole school, multi-disciplinary team.

Capacity to build and grow teams / support brand new projects.

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