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Personal Assistant to the Headteacher
2 months ago
The Deepings School is a mixed 11-18 comprehensive school seeking a highly skilled and organized Personal Assistant to support the Headteacher in their daily operations. As a key member of the Operations Team, you will be responsible for managing the Headteacher's diary, coordinating travel arrangements, and providing administrative support to ensure the smooth running of the school.
Main Responsibilities- Managing Enquiries
- Act as the first point of contact for staff, parents, governors, and other stakeholders looking to speak with the Headteacher.
- Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner.
- Assist with managing the school's email inbox, ensuring the school meets its expected response times and emails for the Headteacher are acted on.
- Manage enquiries and requests efficiently, referring where necessary.
- Welcome visitors on behalf of the Headteacher.
- Assist staff, parents, governors, and other stakeholders with the information and support they need.
- Open and respond to mail, escalating to the Headteacher where necessary.
- Handle all confidential correspondence with discretion.
- Administration and Diary Management
- Coordinate the Headteacher's diary, making decisions around priorities and ensuring the Headteacher is suitably briefed.
- Organize travel and accommodation arrangements.
- Support the Headteacher to manage their workload, advising on priorities where appropriate.
- Prepare the Headteacher for meetings by assembling reports and relevant documents.
- Respond to appropriate requests for information from governors or external agencies.
- Maintain accurate records in efficient files and online systems.
- Support with the coordination of certain school events, under the direction of the Headteacher.
- Complete desktop research for the Headteacher, analyzing findings and providing summaries for the Headteacher.
- On occasions, support the work of the school outside of normal hours with minuting meetings, parent information evenings, open events, and Ofsted inspection preparation.
- Production of Legal Documents
- Drafting and sending suspension letters.
- Monitoring numbers of suspensions.
- Drafting and sending exclusion letters.
- Compiling GDC packs.
- Printing and distributing GDC packs.
- Organizing GDC panel meetings for suspensions and exclusions.
- Written Communication
- Interpret Headteacher's comments into draft written correspondence to be sent to relevant stakeholders.
- Develop written communication that's professional and upholds the school's vision and values.
- Proof-read outgoing communication to ensure it's of the highest standard.
- Support the Headteacher to use Microsoft Office applications (e.g. Word, Excel, PowerPoint).
- Other Areas of Responsibility
- Read and follow the relevant school policies.
- Undertake training required to develop in the role.
- Ensure all duties and responsibilities are undertaken in line with the school's health and safety policy.
- Contribute to the safety of children and young people and protect them from harm.
- Provide administrative support for the wider senior leadership team when required.
- Maintain a high degree of confidentiality with regard to issues concerning members of staff and pupils. Respond with tact, sensitivity, and awareness to pupils and parents in relation to duties undertaken.
