HAILEY HALL SCHOOL

JOB DESCRIPTION:

PA to Head/Senior Administrator

Date:October 2017

Scale:H6

Responsible to:Headteacher

Responsible for:Administrator/Receptionist

MAIN PURPOSE OF THE ROLE:

  • To provide PA and administrative support to the Headteacher and other members of the Senior Leadership Team (SLT)

KEY ACCOUNTABILITIES:

Support to the Headteacher

  • Assist the Headteacher in organising his/her workload/diary, by liaising daily regarding the events of the day and prioritising work, ensuring that responses tomatters are undertaken within identified timescales or to agreed priority action lists.
  • Act on behalf of the Headteacher where appropriate, answering questions and queries by telephone and processing/monitoring email on his/her behalf.
  • Undertake research work as required and produce documents, spreadsheets, briefing papers, reports, presentations and correspondence to the specification of the Headteacher and SLT.
  • Opening the Headteacher’s post and distributing as necessary.
  • Prepare papers for the Headteacher’s meetings, undertake minutes as required and ensure that any instructions/directions are obtained prior to the meeting.

Managing Staff

  • To supervise the work of Admin/Receptionist, to ensure that the office is professional and organised and that office management systems and procedures are implemented effectively.
  • Ensure performance and development reviews are completed for Admin/Receptionist to the required standards and timescale, and that targets are set in line with business objectives
  • Be an excellent role model for staff demonstrating good practice at all times.

School Office

  • To provide support to the Receptionist/Administrator at busy times, including inputting of attendance information and distribution of uniform for pupils
  • Assist in the development of school literature, i.e. leaflets, pamphlets and booklets as required

Events’ Management

  • Liaise with key staff on a range of school based events to ensure that the school office is able to support these to run smoothly, including:
  • Providing hospitality to visitors arriving for meetings, including refreshments.
  • Arranging meetings for the Headteacher and SLT, including VIP visits.
  • Co-ordinating and implementing arrangements for parents’/carers’ meetings and other similar events.

Exclusion and Discipline Committee Processes

  • To assist in the preparation of paperwork for temporary/permanent exclusions of pupils, and with the arrangements for School Discipline Committee meetings as and when required; confirming arrangements and collating documents/processing packs to go out to all parties.

Website

  • Assist with the coordination and uploading of appropriate policies and procedures to the School Website as required by the Headteacher
  • Assist with updating of other information onto the website as required

Statutory

  • To promote the safety and wellbeing of pupils, ensuring that the school’s Child Protection and Safeguarding policies and procedures are promoted within the School
  • To be responsible for own health and safety in accordance with the Health and Safety at Work Act 1974 and relevant EC directives
  • To adhere to the School’s Equality policy in all activities, and actively promote equality of opportunity

Other

  • To undertake such other duties as reasonably correspond to the general character of the post andcommensurate with this level of role for the Headteacher/ School.

Specific skills, knowledge and experience:
  • Experience or skills in management of staff
  • Experience of working with the general public and external bodies
  • Excellent interpersonal, and communication skills, both verbal and written, together with good listening skills
  • Analytical skills with attention to detail in work undertaken
  • Ability to develop good relations with staff and pupils and the wider school community
  • Experience and knowledge of general administrative policies and procedures
  • Excellent planning and organisation skills to meet deadlines
  • Co-operative and supportive team player
  • Proficient in the use of MS Office applications, email and the Internet, including the ability to create professionally presented strategic reports and presentations
  • Proficient Word processing and typing skills
  • Experience of using SIMS and/or similar office management systems
  • Good understanding of databases – including ability to use databases to produce reports and statistics
  • Experience of using, setting up, maintaining and developing administrative systems and procedures

Job Description: PA to Headteacher(Nov 2017)