Personal Assistant to The Principal

7 days ago

Derby, United Kingdom Derby Moor Spencer Academy Full time

**Purpose of Role**

Working in partnership with the Senior Leadership Team and where appropriate Trust Central Teams to:

- Provide efficient, professional and effective PA and administrative services to the Principal and the senior leadership team. Working under supervision but exercising considerable initiative in performing delegated duties.
- Devise, implement and maintain effective systems and procedures around all aspects of the central administrative function
- Contribute to the Academy and Trust strategy in relation to administration services and developing effective professional relationships with stakeholders and colleagues at all levels across the Academy and SAT
- Lead strategically on key operations, events and publicity across the academy and ensure that policies and records are accurate and up to date.

**Nature and Scope**

Working as part of this important team you will be required to carry out the following duties. The nature of the Academy Year requires some of these tasks to be done regularly whilst others will be on an annual cycle.

The post holder will be expected to use all Trust standard computer hardware and software packages where appropriate.

**Main Duties and Responsibilities**

Specific responsibilities include:
**Personal Assistant to the Principal and SLT**
- Provide confidential, efficient and effective administrative support to the Principal and Senior Leadership Team, as appropriate, including maintaining diary arrangements, co-ordinating academy events, meetings and appointments, preparation of correspondence, reports and other documents
- Attending and maintaining minutes of Senior Leadership Meetings
- Preparing documents and taking notes at confidential employee and student meetings, writing up and drafting responses and undertaking follow up action as required
- Preparing agendas and paperwork for leadership team meetings as required, attend briefings and weekly meetings, taking notes and disseminate the key actions from the meeting. Ensuring the Principal and others are adequately briefed on matters to be discussed and ensuring follow up actions are completed in a timely manner
- Use discretion and judgment in the absence of the Principal to manage or refer urgent matters to the appropriate senior manager
- On behalf of the Principal or other senior leaders communicate with employees, parents, the extended school community, the Trust central team and other outside agencies.
- Through a sound knowledge of policies and procedures, standards and executive functions provide the Principal with information, ideas and support on matters of Academy administrative improvement
- Provide advice to parents, stakeholders and the local community in their dealings with SLT, ensuring high professional standards of communication and presentation while representing the Academy
- Administration of emergency school closure arrangements
- Provide administrative support in the compilation of key school publications such as; AIP, SEF Governors Reports and School Policy documents in liaison with the leadership team and middle leaders
- Process permanent exclusions, staff investigations and complaints, ensuring records are kept up to date and providing data for external returns.

**Operation and logistics**
- Support growth initiatives across the academy including those relating to capital build projects
- Seek out local and national projects which may be suitable for the academy to support / become involved with
- Be the central link between the academy and key external organisations including the trust central team, Derby City Council, DfE etc.
- Attend results days to coordinate administrative support and publicity for the academy.

Marketing and Publicity
- Working with the Principal, academy colleagues and Trust Marketing Team, lead and co-ordinate the media activities of the academy, managing content and messaging on social channels and the website.
- Ensure that website and marketing materials are updated and current.

Governance
- Acting as Clerk to Governors and supporting the Trust Governance Lead where necessary.
- Ensure that updated policies are in place and available as appropriate across the Academy.

**Personal and Professional Conduct**
- A Personal Assistant to SLT, Office Manager, Trust and Admissions Co-ordinator is expected to demonstrate consistently high standards of personal and professional conduct. The following statements define the behaviour and attitudes which set the required standard for conduct throughout their career.
- Personal Assistants uphold public trust in the profession and maintain high standards of ethics and behaviour, within and outside school, by:

- Treating students with dignity, building relationships rooted in mutual respect, and at all times observing proper boundaries appropriate to their professional position.
- Having regard for the need to safeguard students’ wellbeing in accordance with statutory provisions.
- Showing tolerance of an

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