Executive Assistant to The Headmaster

2 weeks ago

Worcester, United Kingdom The King's School Full time

The King's Foundation, Worcester are seeking an exceptional individual to join our community as Executive Assistant to the Headmaster.

The Executive Assistant will provide strictly private and confidential support to the Headmaster, facilitating his ability to lead and manage the King’s School Foundation of three thriving schools and 360 staff.

If you have outstanding interpersonal and administrative skills, an eye for detail, strong emotional intelligence and a great sense of humour, we would love to hear from you.

The Executive Assistant provides strictly private and confidential support to the Headmaster, facilitating his ability to lead and manage the King’s School Foundation.

The Executive Assistant should have the experience and skill set needed to provide high quality support, including the confidence and ability to manage projects, problem solve and support the Headmaster to deliver the long term strategic and weekly operational goals.

The post holder should be confident and enjoy working at a fast pace in a demanding and ever-changing educational environment.

This post will require the complete trust and confidence of the Headmaster, playing an important role in supporting the Headmaster, as well as an understanding that confidentially at all times is paramount to the role. Due to the nature of the role, the post holder will need to be flexible in order to support the needs of the Headmaster.

**Principal duties**

Be the first point of contact between the Headmaster and all areas of the School, Governors, parents and outside agencies, and:

- Anticipate events and activities where the Headmaster is required, preparing briefing papers and plans as appropriate.
- Support the Headmaster to ensure effective preparations and management of his workload.
- Ensure the smooth co-ordination of diaries as required on a day-to-day basis, and meet a variety of daily demands with precision.
- Manage projects on behalf of the Headmaster.
- Problem solve as appropriate to ensure that daily and strategic goals are reached.
- Communicate on behalf of the Headmaster at all times, using discretion and tact to ensure telephone callers, pupils, staff, parents, and visitors receive a professional response and are dealt with by the most appropriate person.
- Ensure that correspondence and enquiries or problems are dealt with in an appropriate manner and that strict confidentially is maintained at all times, including the management of confidential papers and files.
- Proactively schedule and facilitate meetings on a daily basis to ensure effective prioritisation and a manageable programme of meetings, to include the preparation and circulation of agendas and minute taking as and when required by the Headmaster.
- Manage key documents, minutes and action plans, ensuring follow up of all previous meetings actions so that subsequent meetings are able to run with all the required information available.
- Oversee the scheduling, agendas and papers for all Senior Leadership Team meetings, King’s Foundation School Meetings, and meetings related to any potential new projects.
- Ensure that all the relevant background information and paperwork is provided in a timely manner to enable full and meaningful participation in meetings, both internally and externally.
- Attend the weekly Diary and Events Meeting, Operations Meeting and Staff Briefing.
- Support the Headmaster in the preparation and circulation of Governor Reports for the King’s Foundation.
- Support the diary for the Headmaster, ensuring that all arrangements for visitors and guests are professional, welcoming, known by others, in place in advance of the visit, and that appropriate follow up work is promptly actioned.
- Ensure the Headmaster is fully prepared ahead of major school events such as King’s Day, Speech Days, Open Days, and that the needs of the Headmaster are known and in place well in advance.
- Draft letters, speeches, articles, briefings and proposals as and when required by the Headmaster.
- Arrange school visits for the Headmaster, including overseeing the itinerary and preparations for a successful annual programme of visits.
- Make reservations and organise travel arrangements as required for UK and overseas visits.
- Develop, maintain and review administration and workflow systems to ensure maximum efficiency.
- Have oversight of the Headmaster’s budget for the office.
- Ensure that the Headmaster’s office is compliant with the School’s policies and guidance, eg its Complaints Policy.
- Carry out all other general administrative duties including typing, expense processing, filing, photocopying etc. which fall within the scope of this role.
- Provide cover and support for other administrative staff as and when required.
- Co-ordinate social events, including drinks parties, lunches and dinners.
- The post holder will be expected to undertake other responsibilities and tasks as reasonably requested by the Headmaster.

**Hours of w

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