Pa to The Deputy Head Team

**THE POSITION**

We have an exciting and unique opportunity for the right person to join us as a Personal Assistant to the team of Deputy Heads based in the Senior School. This role is to provide appropriate and constructive support and includes secretarial and administrative tasks involving day to day operational issues, as well as being involved in the forward planning of key calendar events.

**THE SCHOOL**

Thomas Horsley, the original settlor of the Royal Grammar School Newcastle (RGS) pledged his legacy to the School in 1525. Almost 500 years later, RGS continues to flourish as the premier independent school in the North East of England and as one of the country's leading schools, and the Sunday Times’ North East Independent School of the Decade 2020. We regularly lead all northern schools in national league tables and pride ourselves on academic excellence, a high level of pastoral support, involvement in a wide range of sports and other extra-curricular activities, and our commitment to bursaries and partnerships.

RGS has grown substantially in recent years. There are now some 1,340 students, over 260 of whom are in the Junior School. The Sixth Form of approx. 350 students is one of the largest in the independent sector. We became coeducational 20 years ago and girls now comprise 43% of the school.

The school is based in the heart of the City, immediately opposite Jesmond Metro station. The school occupies over 30 acres of land and has state-of-the-art facilities, including five brand new art studios, a new library, a new Sixth Form Centre, a 25m swimming pool, two Sports Halls, a Performing Arts Centre, outdoor football/rugby pitches at Mooracres, an artificial turf pitch for hockey and the former County Cricket Ground.

**MAIN DUTIES AND RESPONSIBILITIES**

The following list is not exhaustive but is a guideline as to the main requirements of the role.

**THE ROLE**

The PA is expected to take a keen interest in the work of the Deputy Head team and to provide constructive and appropriate support. Discretion and confidentiality are essential attributes. There may be a great deal of direct contact with parents, students and staff, and many aspects of the role are critical to the academic and pastoral life of the school. The post holder will be expected to uphold and communicate the values of RGS.

The PA is responsible directly to the Deputy Head team, assisting them with all aspects of their work. The Deputy Heads are made up of the Senior Deputy Head, Deputy Head Pastoral and Deputy Head Academic and Deputy Head Co-Curricular.

**The responsibilities and duties for this role include but are not limited to**:
**Planning and Co-ordination**
- Planning ahead, taking into account the school calendar and major events.
- Support in planning the logistics of key events - liaising with other colleagues in school to ensure the smooth organisation of these key events.
- Recognition of pressure points or clashes countering these effectively.
- Creating and managing diaries, prioritising tasks and effectively managing time.
- Planning and monitoring meeting times for all of the staff whom the Deputy Heads line manage and supporting organisation of CPD and appraisal activity.

**General - Secretarial and Administrative**
- Preparing, collating and circulating the papers and minutes for team meetings.
- Minute meetings on request - support with follow up and implementation of actions.
- Filing, both paper and electronic, for the efficient storage and retrieval of information.

**Providing secretarial and administrative support to include**:

- Handling telephone calls;
- Welcoming and providing care for visitors to the Deputy Heads, including the provision of refreshments.
- Carry out any other secretarial or administrative tasks as reasonably requested by the Deputy Head team.
- Preparing and updating staff lists.
- Maintaining a high degree of confidentiality and handle all confidential correspondence with discretion.
- Responding positively, with tact, sensitivity and awareness to enquiries from parents and staff.
- Booking training courses, conferences and meetings for the team of Deputy Heads, and make any necessary travel arrangements.
- Attending occasional school events as required.
- Ensuring the maintenance of clear and effective filing, records and other systems and keep them updated.
- Providing occasional cover for absent colleagues in the general office and school reception and to assist with general administrative duties in the general office at the direction of the Deputy Head team.

**QUALIFICATIONS/TRAINING/KNOWLEDGE/SKILLS**

Previous experience in a similar role is desirable, but not essential. There will be a great deal of learning on the job and many aspects will be specifically tailored to the post and to the needs of the school. Crucially, the right individual will be willing to learn, be enthusiastic and make the job their own in a way that ensures an efficient and effective servic