PA and School Administration

3 weeks ago

Scotland, United Kingdom Independent Association of Prep Schools Full time

We are currently seeking to fill the position of PA to Head of Senior School.
Benefits: Competitive salary, reduced school fees at George Watson’s College for children of staff, Membership of the Galleon Club (the school’s fitness club)
George Watson’s College wishes to appoint a PA to the Head of Senior School who is solely responsible for ensuring the efficient and effective management of the Head of Senior School’s Office, providing comprehensive and confidential secretarial and administrative support to HofSS and other members of the Senior School Leadership (SSLT) team as needed.
Please include a letter of application of not more than 800 words giving us more information about you and why you would like the role, addressed to Mr Gordon Boyd, Head of Senior School.
If you require more information about the School, please visit our school website.
Closing date: 11:59pm on Sunday 2 June 2024
To manage all calls and field these as appropriate, assist with correspondence and organise travel arrangements.
To manage the planning and organising of key annual events in the school calendar for the HofSS and others and liaise with stakeholders. Update/amend these arrangements and ensure they clearly and timeously communicated to staff/parents/pupils.
To manage the Senior School insignia and Colours processes for commendations awarded at Senior School assemblies.
Senior School Admin Coordination
Coordination across Senior School to ensure that:
Information and systems necessary for Senior School staff, pupils and parents is readily accessible and up to date whether through the Senior School Information Kiosk, the Staff/Parent Portal and the routine outputs (ie Staff Briefing, Parent Digest and Pupil Bulletin)
Specifically, to check and sign off Senior School entries for the Parent Digest
Information contained in the Senior School Information Kiosk - that is maintained by Curriculum Support Administrator - is accurate
Administration of the Senior School Planner on behalf of SSLT so that events are collated in a timely manner and so that a definitive version of the Senior School Planner is maintained and available to Senior School staff
Colleagues who form the Administration Group in the Senior School are supported in practical ways including in their general induction and ongoing training
This will be achieved by working informally through face to face dialogue and emails as well as through meetings of the SS Admin Group to influence the creation and use of high quality systems and best admin practice.
The postholder will also be the link with other leaders of administration in other sections of GWC for instance within the Operations Section. Duties specific to Head of Senior School:
Manage the planning of annual events in Senior School and liaise with stakeholders to update processes involved in all of the key events that the HofSS is responsible for throughout the session eg. S1-S3 and S4-S6 Prizegiving ceremonies, Foundation Week Day, Remembrance Day, Kirking of the Master. Liaise with the Development Office so that guests are invited appropriately.
Meet/greet parents and visitors to the School – on the phone or in person.
Liaise with HR to set up dates for long term planning of interviews with HofSS, as part of recruitment process in SS.
Maintain excellent communication with members of the various groups of staff, pupils and parents on behalf of the HofSS - e.g. maintaining the Senior School Staff email group, SSLT, SSLF, Senior Office Bearers, S5 Form Tutors, Pupil Council, Sports Council, ECO Group, Senior School Engagement Group.
Develop and maintain good relationships and effective communications with all of the Senior School community - teachers and professional services colleagues, parents, pupils and other external visitors to the school.
Carry out any other duties as directed by the Head of Senior School.
Enlisting colleagues and setting up 6 rotas per session - Term, 1,2,3, Projects, Charities Rota and Christmas Lunch Rota.
Communicating with colleagues re duties and changes due to holidays/illness etc.
Quantifying payments and submitting to the Accounts Team in order that duty colleagues are paid for duties served each term.
~ Coordinating dates and making bookings with external companies to visit the school to take various group and individual pupil photographs.
Liaising with guidance and IT colleagues to ensure appropriate time and facilities are booked in advance.
Managing annual long term and itemised Photograph Planning schedule - communicating with colleagues, pupils and parents when and where these are happening, and ensuring that all colleagues are informed re set up and delivery of same. Distribution of photographs to pupils following the photo shoot.
Responsible for dealing with parental queries and telephone calls regarding late delivery or missed/lost photographs and liaising with Tempest to ascertain what has happened to maintain good customer service for parents.
~ Manage planning document for Charities Day, ensuring that all stakeholders know where they need to be and what they will contribute and when. Creating a timeline of future planning and also the Running Order of the day itself.
To work with other administrative colleagues when necessary to ensure the smooth running of the HofSS’ office.
To provide dedicated support to members of the SSLT who are undertaking specific and time-limited development projects.
To undertake any other duties or projects which may be delegated.
To provide cover for PA to the Bursar and Chief Operating Officer during periods of absence/holidays.
To participate in appropriate professional staff development opportunities both in and out of the school and to take part in the School’s Staff Development Scheme, including Appraisal and Review.
Significant previous experience working as a PA to a Senior level position or similar.
An administration/secretarial, business administration, or other relevant qualification
Proven track record of building, maintaining,and nurturing positive and productive relationships with a range of internal and external stakeholders in order to promote change effectively.
Ability to be flexible in working hours, and to deal with situations confidently should management be unavailable.
Excellent organisation, planning and time management skills.
Excellent ICT skills in all Microsoft or Google packages and updating with new school systems as required.
Ability to balance long-term planning with short term objectives.
Awareness of child protection issues related to working in an educational environment.
Experience of using a variety of databases - Microsoft Excel and Word, Google, Pass/3SYS, pivot tables.
Experience of producing project plans, high quality presentations and reports.
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