Assistant to the Bursar and Head of Prep

2 weeks ago

United Kingdom Independent Schools'​ Bursars Association Full time
Assistant to the Bursar and Head of Prep The Opportunity

St Mary’s School is looking for an experienced Administrator to support the school Bursar and the Prep Department. This is a varied role and will give you the opportunity to work acrosstwo different departments. We are looking for an enthusiastic and self-motivated Administrator to take up an already established post for an immediate start. The ideal candidate will be reliable, honest, flexible and trustworthy and able to work in a busy environment with adults and children alike.

The Assistant to the Bursar and Head of Prep must maintain total confidentiality and courtesy at all times regarding the school in their dealings with parents, staff, prospective parents, and the public at large. The work will vary from day to day, but routine duties are outlined below.

Core Responsibilities within the Bursary

  • Devising, maintaining and operating effective and efficient administrative systems to support aspects of the Bursar’s remit.
  • Dealing with postal, electronic and telephone communications, dealing appropriately with enquiries, or redirecting as required.
  • Drafting responses and correspondence for and on behalf of the Bursar.
  • Provide advice and general direction on process for staff and students in respect of all school activities within the Bursar’s remit.
  • Devising and maintaining effective filing and record management systems.
  • Managing the administration of key processes for which the Bursar is responsible.
  • Taking minutes and notes for meetings as required.
  • Undertake any other work directed by the Bursar to support their role.
  • Maintain the confidentiality of all school records relating to staff and pupils at all ties, and in line with the latest requirements of GDPR (General Data Protection Regulation).
  • Prepare annual salary letters for teaching and support staff.
  • Acting as a first point of contact for Bursar enquiries, dealing with some immediately, and directing others to the appropriate people.
  • Maintaining staff absence records.
  • Undertake ad-hoc projects to support the work of the Bursar.
  • Responsible for liaising with catering regarding allergy cards.
  • Providing absence cover for reception and office as and when required.

Provide Administrative support to the Prep Department 2-3 days/week.

  • Diary Management.
  • Ordering stock.
  • Managing assessment ordering and codes.
  • Managing prep club termly updates.

Provide Administrative support to The Estates Manager and Site Team.

  • Managing and distribution of school keys and pupil locker keys.
  • To assist site team with school events

School Bus Administration

  • To oversee the school bus services throughout the year including maintaining the spreadsheet of pupil registers for each bus route and managing the waiting list.
  • Managing bus services in relation to school trips.
  • Be the first point of contact and liaise with bus drivers regarding bus routes and trips.
  • Correspond with parents regarding charges and queries relating to bus routes.
  • Ensure maintenance of the buses is carried out such as booking MOTs and services and dealing with any problems that arise.

Clerk for the Governors

  • Act as Clerk to the Governors and attend Governor Meetings twice a term from 6:00pm – 9:00pm. You need to be able to prepare agendas and meeting minutes for distribution to the Governing Body.

General

  • Be willing and resilient in embracing the dynamic environment of a school.
  • Be an effective communicator and possess excellent IT skills.
  • Work effectively as part of a team, liaising and collaborating with teachers and other members of staff, as well as external individuals and agencies.
  • Be highly organised, numerate, accurate, and logical: capable of prioritizing but also of shifting focus rapidly as priorities change.
  • Have initiative and energy, professional curiosity, and to strive for continuous improvement in processes and systems.
  • Have previous experience in a school environment.

Early applications are advised as the school reserves the right to appoint at any stage during the application process. Completed application forms and cover letters must be emailed to hradmin@st-marys.bucks.sch.uk

Interviews will be held at the school. As part of the process you will be given a tour of the school and attend an interview. You will also be asked to provide documentation confirming your identity and qualifications and a search of an online social media presence may also be conducted as part of due diligence checks.

There is no need to visit St Mary’s before applying, as the school website contains plenty of information, photos and all the school’s policies. However, if you’d like to see the school in person, you are most welcome to arrange a visit. We will endeavour to acknowledge all applications and interview dates are provided below. References of short-listed candidates will normally be taken prior to interview.

Job Summary

09/02/2024

Location:

Gerrards Cross, Buckinghamshire

St Mary's School, Gerrards Cross
Packhorse Lane
Gerrards Cross
Buckinghamshire
SL9 8JQ
England

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