Executive and Business Support Assistant

Ruthin School is committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and visitors to share this commitment.

**Purpose of the Role**

To provide business support to the Head and the Administrative Department including maintaining and updating records. To provide business support in all aspects relevant to the efficiency of the office and to be the first point of contact in answering enquiries digitally and by phone.

**Duties and Responsibilities**

The following list is not exhaustive, but the main responsibilities of the role are:
1. Provide full administrative support to the Head and Administrative Department including utilising electronic packages such as Microsoft Office and other School software as appropriate to the role. Provide support with queries where appropriate. Duties include maintaining electronic and manual filing systems. Assist with the booking of meeting rooms and arrange refreshments.

3. Collate statistical information, utilising appropriate computer software.

4. Using the accounting system, enter and process purchase orders for the department as requested. Work with the Finance department regarding bills, invoices, monitoring payments and record keeping.

5. Liaise with Team Leaders and relevant departmental managers to confirm workloads and requirements.

6. Maintaining stationery and consumables re-ordering stock as necessary.

7. Answer telephone calls, sort and prepare incoming and outgoing internal and external mail.

8. Provide confidential secretarial support on a regular basis for meetings at various locations and consult with meeting attendees regarding their availability, prepare agenda and associated documentation, such as meeting minutes/notes of actions.

9. Make travel, hotel and conference bookings for nominated staff and external agencies.

10. Assist with the development of administration related work systems within the department to improve organisational efficiency.

11. Promote and comply with North Wales Fire and Rescue Service policies and procedures in the delivery of services and the treatment of others.

12. The specific role and requirements will be agreed with your Team Leader.

13. The post holder may be required to undertake additional or other duties as necessary to meet the needs of the Service.

This Job Description should be read in conjunction with the Executive and Business Support Assistant generic job description.

**Specific Duties and Responsibilities**
- Assign work to other staff where required
- Liaise with agencies when required e.g Estyn.
- Arrange security passes for visitors and new starters when applicable and temporary passes for contractors as and when required.
- Book meeting rooms and arrange wi-fi passes for attendees if required.
- Handle confidential information relating to staff.
- Update newsletter and other documentation as required, ensuring that these are shared with the Community.
- Accept delivery of post and parcels.
- Act as first point of contact for members of the public calling at the School or office.
- Take and produce minutes of meetings.
- Booking all appointments for Home ensuring her diary is current.

**The following duties are ones which all staff are required to perform**:

- Always observe health and safety procedures and work safely
- Be responsible for your own continuing professional development, undertaking training as appropriate with developments in your role
- Promote and safeguard the welfare of children for whom you are responsible and with whom you come into contact, and undertake regular training in this area
- Undertake any other duties as required by your manager in order to meet the changing needs and demands of the school and your role
- Conduct yourself with professionalism, tact and diplomacy at all times as a representative of Ruthin School.

**Terms and Conditions**

Salary £24,000 - £28,000 per annum

Working hours 08.00 - 17.00

Holiday entitlement 34 Including Bank Holidays

Pension Yes

Notice period 4 Weeks

Probationary period 3 Months

Pay: £24,000.00-£28,000.00 per year

**Benefits**:

- Company pension
- Discounted or free food
- Flexitime
- Free parking
- On-site parking

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Rhuthun, LL15 1EE: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 04/11/2024
Expected start date: 02/12/2024