Job Description

Post Title: Personal Assistant to the Head of Schools 

Reporting To: Head of Schools

Main Purpose 

The personal assistant will:

• Provide administrative and organisational support to the Senior Leadership Team to assist in the smooth operation of the Trust.

Duties and responsibilities

Administration

• To provide a strictly private and confidential personal assistant role to the Senior Leadership Team. To support them in managing their workload and tasks
• Work proactively to support the Senior Leadership Team to provide clerical and administrative support including drafting papers, reports, presentations, research and collating information, filing, and photocopying. Produce meeting materials as required.
• To set up, review and monitor systems of work to support the SLT with the efficient coordination of workload and prioritisation of tasks.
• To maintain and organise the Senior Leadership Team diaries, coordinating travel arrangements as required.
• Arrange refreshments, seating and take minutes when required to do so for meetings.
• Respond to parental or external agency queries as necessary, in a timely and professional manner, both orally and in writing. Where needed escalate queries and ensure these are dealt with.
• Assist the Senior Leadership Team in drafting and preparing home school correspondence as needed.
• Work closely with other members of the administration team to ensure a joined-up approach to provide Trust wide administrative services as needed.

Whole-school Organisation, strategy, and development

• Use IT tools fully to produce effective and high-quality materials.

Health, safety, and discipline

• Promote the safety and wellbeing of pupils and staff and report any concerns to the appropriate person.

Professional development

• Take part in the school’s appraisal procedures.
• Take part in further training and development to improve own professional development and personal effectiveness.
• Where appropriate, take part in the appraisal and professional development of others.
• Regularly review the effectiveness of your role and its impact on the Senior Leadership Team, where necessary responding to advice and feedback from them.

Communication

• Communicate effectively with other staff members, and with parents and carers, and visitors, as necessary.
• Use IT systems efficiently and effectively to communicate and collaborate.
• Respond quickly to telephone calls, emails, and messages.

Working with colleagues and other relevant professionals

• Develop effective professional relationships with colleagues and other relevant professionals, as necessary. 

Personal and professional conduct

• Uphold public trust in the profession and maintain high standards of ethics and behaviour, within and outside school.
• Have proper and professional regard for the ethos, policies, and practices of the school, and maintain high standards of attendance and punctuality.
• Demonstrate positive attitudes, values, and behaviours to develop and sustain effective relationships with the school community.
• Respect individual differences and cultural diversity.

Management of staff and resources

• Use resources in an effective and efficient way ensuring they are maintained to a high standard and looked after responsibly.

Other areas of responsibility

• To demonstrate a commitment to the full life of the school and to work with all members of staff to ensure the success of whole school initiatives and assemblies, fayres & fund raising, open evenings and other activities as they occur in school.

Please note that this job description is illustrative of the general nature and level of responsibility of the work to be undertaken, commensurate with the grade. It is not a comprehensive list of all tasks that the postholder will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the Headteacher or your line manager.

The post requires you to safeguard and promote the welfare of children in the age range 2 to 11 years as consistent with the ages of students attending this Academy Trust and follow school policies and the staff code of conduct. This job description is not your contract of employment or any part of it. It has been prepared only for the purpose of school organisation and may change. It may be amended at any time after consultation with you.

Person specification

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