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PA to Head of UTC

4 months ago

Birmingham, United Kingdom Aston University Engineering Academy Full time

Job Purpose

The PA is responsible for ensuring that the Head of UTC is fully supported in all aspects of their work including confidential matters, with capacity to support the Executive Assistant and Head of School (Maths) Advising on compliance with legislation and guidance, for example, DFE, data protection, Freedom of Information Act, school governance in conjunction with the HR Manager. Supporting and encouraging the school's ethos and its objectives, policies and procedures

Duties and responsibilities

Main duties and responsibilities are indicated below. Other duties of an appropriate level and nature may also be required, as directed by the Head of UTC. Please note that the post holder may be required to work outside of normal school working hours for extended school status activities, school events, meetings and emergencies.

Job specification

Operational

They shall establish and maintain good relationships with all students, parents/carers, colleagues, suppliers, contractors, and other professionals. They shall provide efficient administration and secretarial assistance to Head of UTC with capacity to support the Executive Assistant and Head of School (Maths). They shall manage the Head of UTC's diary and time including booking appointments, acting as the 'gatekeeper', receiving visitors, providing preparatory support and making travel arrangements, open, sort, and distribute Head of UTC's mail including electronic mail, advising on any urgent matters. They shall organise meetings, conferences, and events (internal and external) on behalf of the Head of UTC, including refreshments and taking minutes as required. They shall maintain accurate records of senior leadership team (SLT) and staff meetings, distributing agendas, minutes and other relevant documentation as required They shall undertake administrative duties for the senior leadership team, as directed by Head of UTC. They shall liaise, with governors, staff (teaching and support), students and parents/carers, professional bodies, outside agencies, other schools, and organisations etc., and attend to queries as required by the Head of UTC. They shall assist in investigations and casework, for students, for example disciplinary, as required by the Head of UTC in conjunction with HR. They shall act, in association with the Head of UTC, as the point of contact in relation to any complaints received, referring matters to appropriate members of staff when required. They shall assist in the collation and preparation of workforce census, statistics, management information and reports as required by the Head of UTC, the governors, auditors, the local authority, and the DFE, in conjunction with EA to The Executive Principal. They shall assist in the setting up and maintaining of archive files and historical data.

Administrative

They shall ensure that all administrative duties, checks, documentation, reports and returns (internal and external) are completed accurately and submitted within required deadlines. They shall undertake responsibility for all necessary administration relating to areas within her/his remit. They shall ensure that all manual and computerised records and filing systems relating to all areas within their remit are maintained as required. They shall take minutes/notes in meetings, including meetings outside normal working hours as required, and circulate associated information. They shall answer incoming and internal switchboard calls, dealing with requests and enquiries and taking messages as required, including reception duties. They shall deal with correspondence promptly and as required.

General

They shall attend school events as required. They shall participate in school emergencies as required, including coordinating arrangements, locating students and staff, providing contact details and completing necessary documentation. They shall attend training sessions and meetings as required. They shall keep up to date with developments and changes in legislation and guidance and communicate appropriate information to colleagues as appropriate. They shall seek, consider, and act upon professional support and advice as required. They shall carry out any other reasonable request of the Head of UTC commensurate with the grading of the post.

All Applicants must have Right to Work in the UK, we are not a Tier 2, Tier 4 or Skilled Worker Sponsor

Interviews week commencing 17th or 25th June 2024.

NO AGENCIES