Pa to The Head of Prep

**Role: PA to the Head of Prep**
- This job description gives an overall indication of the areas of responsibility of the position, but is by no means all encompassing or fixed. The post may include other duties and responsibilities as determined by management that fall within the general responsibilities of the post. St. Francis’ College Ltd (‘the College’) is an equal opportunities employer._

**Location: Letchworth Garden City**

**Accountable to**:
The PA to the Head of Prep is directly responsible to and supervised by the Head of Prep. However, the PA to the Head of Prep may also receive instructions from the Head of College, who is responsible for the leadership and management of the College

**Responsible for**:
N/A

**Overall Purpose of the Job**

The PA to the Head of Prep’s primary purpose is to provide support the Head of the Preparatory School in all aspects of their role and to work as part of a team to help achieve the overall aims of the College.

**Main Duties and Responsibilities**
- **_Admissions_** _- to support the Admissions Department, from enquiry to date of entry; arranging tours and follow up calls. Be aware of the need to promote the College at all times._
- **_Assist the Head of Prep in the efficient administration of the Prep Department_** _by keeping him/her fully informed, providing a full secretarial service and relieving him/her of tasks where possible._
- **_Communication_** _- ensure good communications in both directions between Head of Prep, Prep staff, parents, pupils, Senior School, Governors and other College departments. Tact and discretion will often be required when passing on information._
- **_Co-operation_** _-.liaise and work cooperatively with the Admin Assistant at all times to maintain continuity and ensure effective communication between the different areas of the Department._
- **_Provide a first point of contact for the Prep Department_**_, over the telephone and in person. Deal appropriately with teaching and non-teaching staff, parents, prospective parents, pupils, members of the public, management and Governors._
- **_Ensure the smooth running of the Prep Department_**_, including record-keeping, typing, administration. Provide a support service for staff, parents and management._
- **_Assist in the day-to day activities of the Department_** _as required._
- **_Cash_** _- Jointly with the Admin Assistant, be responsible for the receipt, recording and banking of monies coming into the Prep Department and the maintenance of a bank account and a petty cash account on the authority of the Head of Prep_.

**ADMISSIONS AND MARKETING**

Support the admissions and marketing team by:

- Answer enquiries from prospective parents in person, on the telephone and in writing. Liaise with Admissions.
- Arrange for entrance assessments/examinations and process offers or rejections.
- Support the admissions process from acceptance of a place to entry.
- Attend Open Mornings, and greet prospective parents

**EVENTS**

Taking a very ‘hands-on’ approach, do everything necessary to organise and ensure the smooth running of events in the Department including setting up and clearing up.

**GENERAL**
- Be a first point of contact for all types of enquiries and answer or take action appropriately.
- Provide a secretarial service for the Head of Prep.
- Give admin support for Prep teachers as required.
- Provide cover support for the Admin Assistant.
- Check daily registers and produce attendance reports half-termly. Raise any attendance concern with Head of Prep.
- Use computer programmes as needed for word processing, correspondence etc.
- Keeping and maintaining up to date the central pupil database and use it to produce information as needed.
- Managing pupil files (past and present).
- Maintain diary for Head of Prep and Prep Department. Liaise with Senior School.
- Take and circulate minutes at staff meetings and other meetings as needed.
- Facilitate the writing of reports by teaching staff for all pupils twice yearly, printing and distribution to parents.
- Collate, write and type the weekly newsletter Prep News and distribute.
- Collate, write and type the weekly events bulletin and distribute.
- Maintain accurate and up to date records of pupil extras and inform Bursary for billing purposes.
- Parents’ Association - provide link and information, assist with distribution of leaflets.
- Take registers out for fire practices and genuine emergencies, close doors.
- Act as Fire Marshall and / or First Aider as required (training will be provided).
- Assist with the organisation of Prep trips, ensuring that statutory regulations are complied with.
- Together with the Admin Assistant, maintain resources to ensure the smooth running of the Prep Department, to include and not limited to stationary and trade items such as badges, book and sport bags.
- Pass on medical information and log the same on central pupil database upon receipt, call first aiders as and when