Executive Assistant to Principal

5 months ago

Perth, United Kingdom Teacheroo Full time

Job Introduction
We are seeking an experienced Executive Assistant to provide administrative and organisational support to the Warden (Principal) in all aspects of School life, working within a deadline-driven, 24/7 environment. This is a key role within the College.

The post is full-time, with a standard working week of 35 hours per week, Monday to Friday. This role, however, will be driven by operational needs and will require some evening activities and occasional weekend work.

The job holder should understand the aims of the School and as an important and senior member of staff within the School community, should take general responsibility for promoting the wellbeing of pupils and be a positive and helpful member of the School support team.

Main Responsibilities
The EA will come into contact with a wide range of adults and young people and will provide a warm welcome to visitors and other contacts whilst operating at the highest professional standards in support of the Warden. The role requires significant interpersonal skills and significant self-confidence.

The EA will:

- Provide high level and efficient administrative and confidential secretarial support to the Warden
- Act as “gatekeeper” for the Warden, being the main point of contact for staff, pupils and parents; often taking decisions in his absence in respect of meetings and commitments.
- Maintain diary and travel arrangements and co-ordinate the Warden’s commitments, both in relation to work and to family (given the nature of a 24/7 boarding school)
- Manage the Warden’s budget and Warden’s office budget
- Organise meetings (including minutes when required) and significant events, ensuring that all aspects of these events are managed appropriately on his behalf, ensuring that timings are correctly planned and following up post-event to provide feedback.
- In conjunction with the HR Manager, ensure that the appraisal process is maintained for teaching staff and senior managers, and that the Warden meets his commitments to his team in respect of annual and quarterly meetings.
- Provide support to the Warden with end of term report preparation, provision of press releases and other statements and with speech writing as required,
- Where administrative tasks are shared with other School departments, take the lead for the management of holidays, cover and shared admin tasks
- Assist with Council Business in absence of Bursar’s PA and maintain strong and confidential relationships with Council members.
- Build relationships with all stakeholders, act as a key point of contact for the Warden and develop and maintain key relationships.
- Prepare any correspondence, presentations or other documentation.
- Organise regular communication meetings, liaise with other departments where necessary to be a voice for the Warden in respect of employee relations’ responses, parent enquiries and complaints and external enquiries and complaints.
- Ensure the use, storage and disposal of data within the Warden’s office is carried out according to GDPR regulations.
- Undertake additional duties as reasonably requested by the Warden, including provision of support at functions.

This is not an exhaustive list and will vary as the School’s requirements change. Flexibility regarding working hours will be expected from time to time in consultation with the job holder.

An understanding of and empathy with the school’s ethos and the nature of the business Excellent secretarial skills; shorthand an advantage
- Excellent communication skills (verbal and written)
- Up to date and relevant IT skills; familiarity with G Suite preferred
- Previous experience of a School management information system an advantage
- A willingness to be adaptable and engage in reflection and improvement
- Scrupulous attention to detail
- Discretion, confidentiality and complete trustworthiness
- Ability to prioritise, to judge situations (see the “bigger picture”)
- Assertiveness and a “can do” attitude
- Ability to work at pace
- Ability to take the initiative; be proactive as well as reactive
- Flexibility and an ability to handle continuous change and shifting priorities
- Forward planning with the ability to anticipate the Warden’s needs

About the school/organisation
Glenalmond College is an inspiring place to live and work. The community atmosphere and warmth of welcome are matched by the commitment and professionalism of our staff, who are key to the success of the school.

Glenalmond welcomes boys and girls, aged 12 to 18, as boarders or day pupils. Most of our pupils are British, but we also have a number of pupils from up to 16 different countries around the world. There are up to 400 pupils at Glenalmond College, an almost even balance of boys and girls.

Our purpose at Glenalmond is to help make the world a better place. That aim hasn’t changed at all since our foundation way back in 1847, and we share Ralph Waldo Emerson’s definition of succe

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