Personal Assistant to Executive Head

2 weeks ago

London, United Kingdom Sovereign & Bale Full time

**Personal Assistant to Executive Head**

Location: Fulham, West London

**Salary**: £25,000 - £35,000

Type: Temp/Permanent

The Role

Key role within the School to provide high quality assistance to the Executive Head, communicating with a wide range of individuals and agencies, managing meetings and coordinating the diary. You will also lead on whole School administration, ensuring a collaborative and professional approach across Pre-Prep, Prep and Senior School. You will also provide administrative and organisational support to ensure the smooth running of the Senior School.

Main

**Responsibilities**:
Head’s PA
- To have responsibility for diary management for the Executive Head and be responsible for entering all appointments and assisting the Executive Head to manage their time efficiently and effectively
- To ensure the Executive Head is always briefed on important correspondence, particularly when away from the office
- To field incoming phone calls to the Executive Head where necessary
- Coordinating refreshments and minute-taking where appropriate, maintaining confidentiality and discretion at all times
- To produce letters, reports and other documents for the Head where required.

School Administration
- To coordinate whole School administration as required
- To be responsible for the operation and delivery of administrative support services within Senior School
- To line manage the School Receptionist and Administrator at Senior School
- To provide a warm and friendly welcome to all visitors and ensure that the school policy for safeguarding is adhered to
- To respond to pupil’s needs, directing to other members of staff as required
- To use a range of computer programmes including iSAMS and Clarion Call to perform daily admin tasks
- To use Microsoft Office programs including Excel, Publisher, Word, and Outlook, to produce and proof read a range of documents including reports and letters
- To communicate with teaching staff to ensure that important pupil information is shared and updated in a timely manner
- To administrate the student disciplinary processes
- To administer first aid and medication to students and record on school database
- To liaise with the School Welfare Manager and support with the on-boarding of new students and their medical needs, vaccinations, risk assessments and distributing relevant information to staff
- To manage the school calendar and arrange event bookings, room bookings and meetings
- To deal with complaints from parents both face-to-face and over the telephone and ensuring the complaint is passed on to the right person/department, sending holding replies as needed and maintaining an accurate log of complaints and actions taken
- Use your own drive and initiative to ensure the smooth running of the school and uphold the expected experience of students, parents, and all other visitors to the school

Experience
- Experience working in office administration
- Experience in a secretarial / PA role
- Experience of working in an educational environment
- Experience of using school MIS / databases
- Evidence of high-level ICT skills including the use of spreadsheets
- Evidence of excellent communication skills - both written and verbal
- Excellent interpersonal skills. Ability to work both collaboratively and independently
- Excellent organisational and administrative skills - ability to plan, prioritise, and manage a varied workload
- An understanding of the importance of the need for confidentiality
- Capacity to inspire, with a positive, pro-active, solution focused ‘can do’ attitude
- Ability to engage and motivate others and work effectively and positively with young people
- Ability to listen effectively and be sensitive to others
- Ability to cope well under pressure and meet deadlines

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