Head's Personal Assistant

Job Description: Personal Assistant to the Head

We are seeking a Personal Assistant to the Head who will develop a comprehensive understanding of the needs of the Head and the ethos of the School in order to provide outstanding administrative support. Exercising sound and professional judgment, the Assistant to the Head will anticipate and solve problems and exercise judgment and initiative to ensure the efficient and smooth running of the Head’s office and School.

Working with the Head of Admissions and Marketing, the successful applicant will deliver an engaging, professional and welcoming service to key stakeholders, and assist in the organisation of events.

Accountable to:

The Head

Salary:

Up to £35,000, depending on experience

Hours:

Working hours: 8.30am – 5pm, with one hour’s break

37.5 hours a week

All year round

30 days holiday per year + 8 Bank Holidays

The role

To work closely with the Head delivering the highest level of administrative support, creating an effective environment to allow the Head to lead the school. The Personal Assistant to the Head will run the Head’s outer office, coordinating and managing the Head’s diary, dealing with all routine communication and receiving visitors on behalf of the Head.

Responsibilities:

• To coordinate and manage the Head’s diary, seeking opportunities to plan the Head’s time most effectively and according to an established set of priorities, and to act as first point of contact for parents.
• To deal proactively with all incoming and outgoing correspondence to and from the Head’s office, including drafting letters and emails, to ensure that a timely, professional and appropriate response is made to all communications.
• To prepare documents for signing, i.e. to prepare draft or final letters/ emails on behalf of the Head, references etc., photocopying, ensuring quality of work and produced within the required timescales.
• To meet and greet all the Head’s visitors ensuring that they are given a first class welcome and impression of the School.
• To receive incoming calls, other messages and emails, responding on behalf of the Head to routine enquiries, passing on messages to appropriate members of staff, ensuring that confidential and sensitive issues are dealt with in an appropriate manner.
• To plan and organise programmes for VIP visitors to the School, ensuring that the appropriate information, tours and refreshments are provided, and making any necessary travel arrangements.
• To maintain records and databases as required by the Head, ensuring that information is up to date, readily accessible and managed in accordance with data protection requirements, and that changes are notified to third parties as required.
• With IT support, to oversee the annual data transfer on ISAMS.
• To work closely with the Head of Admissions and Marketing concerning pupil numbers, recruitment events, such as open days and assessments and financial matters from fees and bursaries.
• To prepare, collate and distribute agendas for meetings.
• To take notes at, and prepare and distribute, minutes of meetings, including the Education Committee, liaising with HR and other external parties as required.
•  To assist the Head in writing up certain communications and letters
• To create an attractive and welcoming environment, including stocking of refreshments, stationery and publications as required.
• Management of all practical arrangements for the Head’s meetings and visits, e.g. catering, gifts, travel/accommodation arrangements.
• To develop and execute the Head’s ideas and initiatives for events.
• To undertake research to support the Head’s work, to include the preparation of reports/ statistics/briefing papers that can aid the Head in decision making.
• To draft staff references with assistance from the HR and Compliance Officer on behalf of the Head as required. To issue timely reminders concerning pupil reference protocols to all staff. To log and collate (with Admissions) the list of potential leavers.
• To keep abreast of developments in education, in London and more widely and to advise the Head accordingly.
• Working with the Head of Admissions and Marketing to support the Head with the initial preparation of material for the Head’s presentations, speeches
• To liaise with members of staff, Governors, SLT, the Head of Admissions and Marketing during the Head’s absence.
• To foster a service-orientated ‘can do’ approach.
• To observe and maintain the confidential nature of the post at all times and be alert to dynamics within the staff room and beyond.
• To assist the Head with the review of school policies, committee and board reports, and the preparation of material required for ISI inspection.
• To assist with the proofreading of reports.
• To assist with general administrative duties in the Front Office, including monitoring the security cameras and giving access to visitors and delivery persons via the intercom and security system as and when necessary.

• To undertake any other secretarial tasks as necessary.
• To have oversight of the school calendar and to work very closely with staff on daily logistics and annual events, such as Leavers’ assemblies.
• To agree to be first aid trained so that ad hoc First Aid cover can be provided for pupils as and when necessary.