Pa to The Bursar

**PA to the Bursar (Maternity Cover)**

**Responsible to**: Bursar

**Hours of Work**: Full time during term time plus four additional weeks, 8.00am - 5.30pm term time

**Salary**: Dependent on experience

**Pension**: Group Save Contributory Pension Scheme

**Introduction**

Lewes Old Grammar School is an independent co-educational day school located in the historic county town of Lewes, educating children from 3 to 18 years old. The School encompasses traditional values combined with a forward approach to the education of young people, and it is proud of the family ethos and community it engenders. First established in 1512, Lewes Old Grammar School combines high educational standards and small classes in a caring, well
- mannered environment together with economic fee levels. There is an extensive program of extra-curricular activities running on Friday afternoons for Yr 7-9 and many opportunities for students to take part in music and drama activities.

Morley House caters for children from three years old until the age of ten, and is located in an independent building in a pleasant residential area of Lewes. The Senior School occupies four architecturally historic buildings in the High Street of the ancient town of Lewes. Here we educate children from the age of 11, (Year 7), until 18 years of age, (Sixth Form), and always feature well in the Sussex GCSE and A Level league tables.

**Purpose of Job**

We require an experienced and detail oriented administrator to provide maternity cover, assisting the Bursar in all aspects of their job, providing a comprehensive range of administrative support. The Bursar’s PA offers full general administrative support to the Bursar and the Board of Trustees, and manages and organises the Bursar’s Office and ensure it operates efficiently and effectively. The Bursar is responsible overall for the School’s financial and investment management, the estate, IT, HR, catering, legal and governance matters.

**Day to day responsibilities**:

- To provide an efficient, effective and confidential administrative service, to manage all areas of responsibilities in relation to the function and duties of the post of PA to the Bursar as outlined in this job description.
- To provide administrative support to the Bursar on current projects involving strategy, management, construction, financial and legal, and contact with the relevant professional bodies.
- To provide secretarial support including letter writing and some first drafts of Bursar’s letters.
- To proofread reports and documents, as required.
- To organise the Bursar’s day and maintain their diary.
- To arrange internal and external meetings, as required.
- To make any necessary travel and accommodation arrangements for the Bursar and Governing Body.
- To undertake one-off projects, as requested, by the Bursar.
- To exercise judgement in dealing with the school’s correspondence, drafting/proofing correspondence for School’s Senior Leadership Team’s approval.
- Any other task which may from time to time be assigned by the Bursar.

**Responsibility for Governing Body meetings**:

- To produce draft minutes, if possible within a week of the meeting.
- To ensure that the governance section of the School’s website is updated as necessary.
- Produce a schedule of matters arising from the minutes and work alongside the Bursar to action them
- To draft the agenda for the Bursar’s and Chairman’s consideration.
- To compile papers for meetings and ensure that they are sent out in good time.
- To prepare an annual schedule of meeting dates for the Governing Body and its committees.
- To make arrangements for various meetings (accommodation, catering etc).
- Induction and training paperwork for the Governing Body.

**Administration Assistance to the Leadership Team**:

- Providing confidential administrative support to the Senior Leadership Team.
- Taking minutes of confidential meetings, including, leadership meetings and operational meetings
- Produce a schedule of matters arising from minutes of meetings and work alongside the Bursar to action them

**General Administration**:

- To act as an additional point of contact for trustees, parents, staff, visitors and callers.
- To deal with queries and complaints courteously and professionally and to direct matters to the relevant person within the Operations Team.
- To assist with the administration and registration of visitors to the Operations Department.
- To assist other members of the Operations Team in delivering administrative support to the Operations staff as required.
- Take records of meetings and write up minutes as required, including sensitive and confidential meetings.
- Contribute to the preparation and maintenance of the whole school calendar.
- To show flexibility in undertaking a range of ad hoc organisational or administrative tasks as required by the Bursar.

**Payroll Administration**:

- Working with the Bursar with payroll administration a