Head's PA

Temporary position : 4 months

Hours: 7.30am – 5pm

Contract: Start of May to the end of September 2024

School holiday: The school is closed for 8 weeks over the summer holiday. The Head’s PA would work odd days with the majority of time off. Days off would be unpaid.

The successful candidate will be DBS checked

A primary school in South West London is looking for a temporary Head’s PA for 4 months to cover maternity leave. Based within the school five days a week, you will act as the Head’s right-hand person. Prioritizing and protecting her time, streamlining her diary and assisting with day to day school operations and weekly and monthly meetings and events. You will also act as the first point of contact for parents and respond to correspondence and phone calls.

Duties include:

• Plan and manage the heads diary appointments, reminder systems and travel arrangements to make the most effective use of her time ensuring that her schedule runs smoothly and that she has breaks throughout the day
• Deal proactively with all incoming and outgoing correspondence, including drafting letters and emails on her behalf
• Receive the Head’s visitors in a professional manner, offering refreshments and preparing documents and equipment ahead of time
• Answer incoming telephone calls, answer routine inquiries and passing on messages to members of staff
• Ensure that confidential and sensitive issues are dealt with in an appropriate manner
• Maintain records and databases as required by the head including staff records and staff absences, ensuring the information is readily accessible and managed in accordance with data protection requirements and that changes are notified to third parties as required
• Prepare agendas for meetings, taking and distributing of minutes and following up on action points for the next meeting
• Contribute to the positive promotion and marketing of the school and the GDST in the local and wider community
• Assist with the organisation of key events such as parents evenings, concerts, open days, award ceremonies and alumni events, attending when needed
• Support the performance review process as directed by the Head
• Maintain the key contacts list and oversee invitations and Christmas cards from the Head
• Work towards and support the school vision and the current school objectives outlined in the school development plan
• Support and contribute to the school's responsibility for safeguarding students
• Maintain safe working environment for staff, students and visitors as per the health and safety policy, working within the diversity policy, promoting equality of opportunity for all students and staff
• Maintain high professional standards of attendance, punctuality, appearance and conduct, developing positive and courteous relations with students, parents and colleges
• Develop strong positive relationships with colleagues and contribute to collaborative work across the schools and support staff to develop and share best practise
• On occasion, some private support may be needed to manage social engagements and other priorities outside of the school

Skills Required

• Executive Assistant or Personal Assistant experience, supporting a senior member of an organisation
• Excellent interpersonal and communication skills including the ability to relate well to people at all levels with sensitivity, discretion, tact and diplomacy
• First class organisational and administrative skills with the ability to remain calm under pressure and work flexibly and tight deadlines
• Experience using Microsoft packages. Experience of using SIMS is desirable, but not essential
• Evidence of proactive approach to planning and prioritising work with the ability to use initiative appropriately
• Able to maintain a high work rate and to juggle a range of tasks and competing priorities
• Excellent command of spoken and written English with excellent proofreading skills and some minute taking experience
• A high level of personal integrity with proven experience of handling sensitive situations with tact and diplomacy and with complete respect for confidentiality
• Honest and enthusiastic with a positive and cheerful outlook and a ‘can do’ attitude