School Secretary and Pa

5 months ago

Taunton, United Kingdom Taunton School Full time

**Assistant to the International Baccalaureate (IB) Coordinator & School Secretary**
**(Senior School)**

**Job Title**
Personal Assistant (PA) to the International Baccalaureate Diploma Programme (IBDP) coordinator and
School Secretary

**Responsible to**
IBDP Coordinator

**Contract**
Permanent, full-time, term time plus additional weeks (39 weeks per year). 35 hours per week, Monday to
Friday 9am to 4.30pm (30 minute unpaid lunch)

During term time there may be a requirement to work some Saturday mornings for Reception cover. If this is required, TOIL will be provided.

**Salary**
£16,559.90 per annum (actual)

**Purpose of the role**
To provide a comprehensive, confidential and professional support service to IBDP Coordinator for all aspects relating to the efficient and successful running of the IBDP (academic) side of the school.

**Key Duties and Responsibilities**

PA to the IBDP Coordinator
- Provide a support service for the IBDP Coordinator’s daily schedule including forward planning their workload, diary management, coordinating and preparing all relevant paperwork.
- Act as first point of contact, responding to IBDP queries promptly and effectively.
- Produce documents and presentations in a range of software in relation to the IBDP admissions process and the IBDP scholarship process.
- Ensure the smooth flow of information through the academic (IBDP) side of the school.
- Extract and distribute the timetables for our IBDP students.
- Assist with the organization of the IBDP evening.
- Submit student registrations onto the central IBO system (IBIS).
- Collate and submit student coursework onto the central IBO system (IBIS).
- Assist with the administration of IBDP final results each July.

School Secretary
- Sort, process and organise daily post.
- Process general telephone enquiries.
- Process and issue vehicle permissions to School pupils.
- Prepare School academic publicity and policy material ensuring that all stakeholders are kept updated.
- Update PASS with student and parent information as required.
- Assist Reception with locating unregistered students.
- Take accurate minutes, typing up and distributing minutes at the weekly SMT briefing.
- Undertake any other reasonable administrative task that may be specified by the Deputy Head

Academic and members of academic staff.
- Process flexi boarding requests.
- Inform the Local Authority when a child is on or off roll at a non-standard transition point.
- The duties and responsibilities shown above are not intended to be exhaustive. It is anticipated that these duties and responsibilities may change from time to time._

**Person Specification**

ESSENTIAL DESIRABLE

QUALIFICATIONS **GCSE in English and Maths at Grade C or above**

EXPERIENCE **Demonstrable experience in an administrative ** Experience of working in a School role setting
- Demonstrable experience in a Personal **Experience of working with children**

Assistant role Understanding of the IBDP
- Experience of diary management **Experience of working with the**:

- Understanding of the education sector systems and digital platforms associated with the IBDP

SKILLS **IT literate including MS Word, Excel and**

PowerPoint
- Excellent communication and listening skills
- Excellent organisational skills
- Excellent attention to detail
- Ability to work with mínimal supervision
- Ability to liaise with and relate to a wide range of people, including parents, pupils and staff
- Ability to prioritise workload and comply with tight deadlines

ATTITUDES & *Approachable and professional
APPROACH
- Collaborative approach
- Shared responsibility approach
- Caring and sensitive to the needs of pupils
- Positive “can do” attitude
- Flexible and adaptable
- Resilient
- Team player
- A willingness to enter into the spirit of the school, and contribute to the wider life and work of the school
- Committed to safeguarding & promoting the welfare of children and young people
- Committed to attending all necessary child protection training
- Discretion and the ability to deal with confidential information appropriately
- Taunton School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. _

**Salary**: £16,559.90 per year

**Benefits**:

- Company events
- Company pension
- Discounted or free food
- Enhanced maternity leave
- Enhanced paternity leave
- Free parking
- Health & wellbeing programme
- Referral programme

Schedule:

- Monday to Friday

**Experience**:

- Administrative experience: 1 year (preferred)
- Personal Assistant: 1 year (preferred)
- Secretarial: 1 year (preferred)

Work Location: In person

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