Head's Personal Assistant

1 month ago

Chart Sutton, United Kingdom SUTTON VALENCE SCHOOL Full time

The Post

We are seeking a highly organised and proactive Personal Assistant to support our Head at the Preparatory School. This vacancy arises due to the retirement of our current post holder, who has dedicated 29 years of exemplary service. This is a unique opportunity to step into a well-established role and make a significant impact. We are a passionate educational institution, and our team is committed to creating a supportive and enriching environment for both staff and students.

A knowledge of up-to-date ICT and office software and administration is essential, with experience of working in a School or with children being an advantage. Experience of dealing directly with members of the public or previous employers clients would be helpful. As the role involves managing the office team, previous line management experience is extremely desirable.

The nature of the post entails high levels of confidentiality and public relations skills to ensure the office of the Head is recognised as a key component in the successful management of Sutton Valence School. The person in this role must be able to provide total loyalty at all times.

The individual chosen must be prepared to work under pressure and maintain an atmosphere of friendly, courteous, and good-humoured efficiency. Patience, care, common sense, and an ability to be flexible in the working day are necessary. Good, fast, and accurate typing and organisational skills are needed, along with the ability to use initiative and deal with the multifaceted nature of the job. Being a good communicator is essential.

The Role

  • Carry out secretarial duties for the Head, including management of communications with members of staff, governors and parents, keep the Head s diary and provide secretarial support for other SMT members as required;
  • Manage email and correspondence for the Head;
  • Manage meeting bookings and papers for Head s external commitments;
  • Prepare and circulate, as requested, notices of meetings, agendas and supporting documentation for meetings within the School and meetings of the governing body, including sub-committees and take minutes for distribution as required;
  • In conjunction with the Marketing and Communications Manager, oversee the office communications with parents;
  • Assist the Director of Admissions with all aspects of the Admissions process and procedures for SVPS;
  • Be the Registrar for SVPS, including overseeing pupil registrations, personal, medical and dietary information, and maintain excellent pupil records;
  • Be the Attendance Officer compiling reports for SMT on pupil attendance;
  • Be the First Aid and Medical Co-ordinator having oversight of all First Aid and medical needs within the School. Have responsibility for maintaining medical records, training records and the medical facilities within the School and liaise regularly with the School Nurses;
  • Liaison with parents as requested by the Head;
  • Assist in the administration processes for the recruitment, selection, appointment and ongoing personnel documents of teaching staff, support staff and club providers to include qualifications, training records, appraisals;
  • Manage and co-ordinate the functions and events, as appropriate, for and on behalf of the Head, including arrangements for visitors to the School, producing invitations, tracking attendees, producing programmes and orders of service;
  • Co-ordinate the review, update and publication of School policies in conjunction with SMT, governors and other staff as required on an annual basis;
  • Co-ordination of the School calendar with the Deputy Head. Make sure all the associated documents in the calendar are kept up-to-date;
  • Ensure active liaison with the Assistant Bursar, Director of Admissions, Marketing and Communications Manager, Headmaster s PA, Nursing Staff and staff in the Bursar s office;
  • Co-ordinate the Annual ISI and DFES Censuses, keeping the ISI website updated and monitoring any inspection documents;
  • Organise the completion of reference requests for teaching staff and for pupils seeking to move schools;
  • Maintain complaints and bullying logs and documentation.

Terms and Conditions

This post is available from January 2025 with a handover period from the beginning of December.

The hours of work are 8.00am 4.45pm Monday to Friday for 52 weeks a year.

The starting salary is circa £36,800 per annum. The annual holiday entitlement is five weeks, in addition to statutory public holidays, to be taken outside of term time.

Flexibility regarding working hours will be expected from time to time to attend School functions and events, and occasional Saturday working for events such as Open Mornings.

Closing date: Friday 18th October 2024

Sutton Valence School is an equal opportunities employer.
Please note: we reserve the right to appoint prior to the closing date.

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