Personal Assistant to Head of School

4 weeks ago

Birmingham, Birmingham, United Kingdom Birmingham City Council Full time

Job start date: 1 September 2024

Hours per week: 37.5 term time only

King Edward VI High School for Girls

Edgbaston Park Road

Birmingham

B15 2UB

Telephone number:

Contact Email:

Contract type: Permanent

Job Purpose

The postholder will work closely with and support the Head of School, 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 School but will centre on effectively managing a wide range of high-level administrative tasks including executive communication, handling of corporate documents and arranging events.

The ability to anticipate and prioritise at pace is essential, additionally, the Personal Assistant possess excellent attention to detail and organisational skills, remain calm and collected under pressure and have the initiative and intelligence to resolve difficult situations. Communicating in a personable and friendly manner to all internal and external stakeholders are also pre-requisites.

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 Personal Assistant service to the Head of School by ensuring matters are dealt with promptly and appropriately
  • act as the Head of School'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
  • administer all travel arrangements and claims on behalf of the Head of School
  • to be the first point of contact for all stakeholders wishing to communicate with the Head of School with the ability to triage requests using sound judgement
  • to organise the Head of School's diary ensuring co-ordination with other Leadership Team/stakeholders and anticipating needs in advance to ensure all necessary arrangements are put in place
  • ensure the Head of School is fully briefed and prepared in advance of all meetings and events and provided with the relevant documents/information/resources
  • conduct research and fact-finding for the Head of School (and other Leadership Team members as directed by the Head of School)
  • ensure smooth communication across the School and to establish a good working relationship with the Executive Assistant to the Chief Master & Principal and the PA to the Head of School, King Edward's School Birmingham alongside the King Edward's Schools Foundation Office and other Schools
  • take accurate minutes at meetings and committees
  • to compile agendas for meetings chaired by the Head of School and other such meetings as required
  • arrange catering and refreshments for meetings and events arranged by the Head of School, as specified
  • to monitor, manage and upload returns to external portals such as the Independent Schools Inspectorate and Independent Schools Association
  • to set up and maintain a comprehensive School-wide diary proactively collating information from different parts of the School on a timely basis and managing potential conflicts
  • liaise with the local authority when necessary
  • asssist in the organisation of School-wide events (i.e. events, receptions, etc.) on behalf of the Head of School
  • to accompany and assist the Head of School with meetings and all events involving donors, fundraising initiatives, dignitaries and other VIP events
  • provide administrative support for the Head of School's teaching responsibilities and pupil activities
  • provide administrative support to other members of the Senior Leadership Team as directed by the Head of School

    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.

    You can download an application form from the school's website

    Please send completed applications addressed to the Principal by email to:

    Applications should comprise the following:

    • a covering letter
    • a completed application form

      Interviews will provisionally take place on Wednesday 1 May.

      This school is committed to safeguarding and promoting the welfare of children and expect all staff to share this commitment. The successful candidate will be subject to all necessary pre-employment checks, including: 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.

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

      This post is not part of the City Council and the successful candidate will not hold a Birmingham City Council Contract of Employment.

      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.

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