Executive Assistant

3 weeks ago

Birmingham, Birmingham, United Kingdom Birmingham City Council Full time

Start date: 1 August 2024

Hours per week: 39.5, Term time only

Contract type: Permanent

King Edward's School and King Edward VI High School for Girls

Edgbaston Park Road

Birmingham

B15 2UA

Telephone number:

Job Purpose

The postholder will work closely with and support the Chief Master & Principal (CMP) of The Schools of King Edward VI in Birmingham, King Edward's School Birmingham and King Edward VI High School for Girls, through a high-level of professionalism to accomplish responsibilities and tasks. Specific responsibilities and requirements will vary depending on the needs of the Schools and Foundation but will centre on effectively managing a wide range of high-level administrative tasks including executive communication, handling of corporate documents, arranging meetings, and ensuring their smooth running.

The postholder will also provide support to the Independent Schools Governing Board through the direction of the Director of Strategic Projects.

We welcome applications from a diverse range of backgrounds.

Role and Responsibilities

The responsibilities are not exhaustive. Duties will likely include the following that are commensurate and expected of the postholder.

  • to provide a full and confidential Executive Assistant service to the CMP and provide clerking support to the Independent Schools Governing Board through the direction of the Director of Strategic Projects
  • act as the CMP's representative in all dealings with internal and external contacts (pupils, parents/carers, colleagues, visitors, donors etc.) and to do so with professionalism and courtesy
  • to be the first point of contact for all stakeholders wishing to communicate with the CMP with the ability to triage requests using sound judgement
  • to organise the CMP's diary ensuring co-ordination with other Leadership Team/stakeholders and anticipating needs in advance to ensure all necessary arrangements are put in place
  • to ensure the CMP is fully briefed and prepared in advance of all meetings and events and provided with the relevant documents/information/resources
  • to conduct research and fact-finding for the CMP (and other Leadership Team members as directed by the CMP)
  • to ensure smooth communication with the Board and to establish a good working relationship with both the Chair and Clerk to the Governors
  • to liaise closely with the PAs to the Heads of School, KES and KEHS to ensure alignment of diaries and purposes. This will include having timely awareness of the Schools-wide diary and contributing to it as required
  • to take minutes at Governors' meetings and committees held during the day (a Clerk provides support separately for full Governor/Board meetings
  • to compile agendas for and minute Leadership Team meetings chaired by the CMP and other such meetings as required
  • to arrange catering and refreshments for meetings and events arranged by the CMP, as specified
  • to administer all travel arrangements and claims on behalf of the CMP
  • to monitor, manage and upload returns to external portals such as the Independent Schools Inspectorate
  • to set up and maintain a comprehensive Schools-wide diary proactively collating information from different parts of the Schools on a timely basis and managing potential conflicts
  • to liaise with the local authority when necessary
  • to assist in the organisation of Schools-wide events (i.e. events, receptions, etc.) on behalf of the CMP
  • to accompany and assist the CMP with meetings and events involving donors, fundraising initiatives, dignitaries and other VIP events, as required. This will include meetings and events outside normal School hours and occasional weekends

    This post is covered by Part 7 of the Immigration Act Therefore the ability to speak fluent and spoken English is an essential requirement for this role.

    Please send completed applications addressed to the Principal by email to

    Applications should comprise the following:
    • a covering letter
    • a completed application form which is available for download from our website

      Interviews will provisionally take place on Thursday 2 May 2024.

      This school is committed to safeguarding and promoting the welfare of children and expect all staff and to share this commitment. The successful candidate will be subject to necessary pre-employment checks, including: an enhanced DBS; Childcare Disqualification (where applicable); qualifications (where applicable); medical fitness; identity and right to work. All applicants will be required to provide two suitable references.

      Applicants please note: This post is not part of the City Council and the successful candidate will not hold a Birmingham City Council Contract of Employment. Please use the contact details in the advert for information on actual employment conditions.

      Rehabilitation of offenders: This post is exempt from the Rehabilitation of Offenders Act 1974 and the amendments to the Exceptions Order 1975, 2013 and 2020. Which means that when applying for certain jobs and activities certain spent convictions and cautions are 'protected', so they do not need to be disclosed to employers, and if they are disclosed, employers cannot take them into account. Further information about filtering offences can be found in the DBS filtering guide.

      An online search will also be carried out as part of due diligence on all short-listed candidates.

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