Gray S Farm Primary School

Tunbury Primary School

JOB DESCRIPTION FOR PERSONAL ASSISTANT TO THE HEADTEACHER

NAME:

Responsible to:The Head Teacher

Key Accountabilities:

To provide a personal assistant and administrative service to the Head Teacher in all matters that are highly confidential and sensitive
To process appropriately all incoming mail (for the Head Teacher) and action where necessary, drafting responses as directed
To participate and act as secretary at meetings by the preparation of agendas and relevant documentation, organisation of refreshments and to take accurate minutes and ensure action points are followed through as directed by the Head Teacher

To maintain up to date and accurate filing systems both paper and electronic as requested by the Head Teacher

To provide clerical and administrative support to the Head Teacher and Deputy Head Teacher including drafting papers/reports/presentations, research and collating information, filing and photocopying
To communicate with staff, colleagues, parents, external stakeholders and members of the public in a friendly, professional and courteous manner at all times

To act as the first point of contact within the school for governors, LA officers, parents and others seeking contact with the Head Teacher-ensuring visitors/callers receive a professional welcome

To manage phone calls for the Head Teacher and Deputy Head Teacher-screening calls, resolving issues with sensitivity and confidence, using initiative as required and referring on as necessary

To organise and support meetings, preparing agendas and minutes as required. To ensure that matters arising from meetings are dealt with by the appropriate people within agreed timescales

To support the Head Teacher/SLT in the planning and coordination of special events-parents evening/fundraising events etc.

To set up, review and monitor systems of work to support the Head Teacher/Deputy Head Teacher in the efficient coordination of workload and prioritisation of tasks
To act in such a manner as to maintain and protect confidentiality at all times, handling all sensitive and confidential matters with discretion
To undertake dictation, audio and copy typing as requested by the Head Teacher
To support and adapt to changes that are implemented to improve the school
To co-ordinate recruitment processes for the school
To be responsible for collating, editing and proofing all information regarding the school
Management and development of communications, to facilitate culture of shared intelligence across all relevant departments
To create and produce correspondence and presentation work to a high standard, often working on own initiative
Other Duties

Be aware and comply with policies and procedures relating to child protection, health, safety and security, equal opportunities, confidentially and data protection, reporting all concerns to an appropriate person
Maintain confidentiality in relation to all work undertaken and departmental information
Carry out such duties as may from time to time be reasonably assigned by the Head Teacher
Be aware of the responsibility for personal Health, Safety and Welfare and that of others who may be affected by your actions and inactions. Co-operate with the employer on all issues to do with Health, Safety and Welfare.
Undertake any necessary professional development as identified through Performance and Development reviews taking full advantage of any relevant training and development available.

Notes

Duties will inevitably develop and change as the work of the school changes to meet the needs of our service. Employees should therefore expect periodic variations to job descriptions. The school reserves this right.This job description will be supplemented on a regular basis by individual objectives as per the annual performance review derived from the School Development Plan.
Where an applicant or existing employee is, or becomes disabled (as defined by the DDA) and informs the school fully of their requirements, reasonable adjustments will be made to the job description, wherever possible after seeking appropriate professional advice.

Signature of Personal Assistant:

Signature of Head Teacher:

Date: