Executive Assistant to The Principal

**JOB DESCRIPTION**

**Post**:Executive Assistant to the Principal

**Contract Type**: Permanent

**Salary**:£28,000 - £32,000 (dependent on experience)

**Hours**: 40 Hours per week

**Working Weeks**: Full Year

**Reporting to**:Principal

**Summary**

Key tasks and responsibilities:

- To coordinate and manage the Principal’s diary seeking opportunities to plan the Principal’s time most effectively and according to an established set of priorities.
- To undertake initial preparation of material for the Principal’s presentations, speeches, reports etc.
- To conserve the Principal’s time by reading, researching, and routing correspondence; drafting letters, references, documents and collecting and analysing information.
- Preparing reports by taking the initiative and collecting and analysing information.
- Review actions arising from meetings for the Principal, proactively ensuing actions are dealt with in a timely and appropriate manner.
- Be responsible for completing assigned projects, developing work plan and keeping these updated to show progress of assigned projects.
- To plan and organise external and internal meetings as required by the Principal, making travel arrangement as necessary.
- Plan and organise programmes for VIP visitors to the School, ensuing that the appropriate information, tours and refreshments are provided, and making any necessary travel arrangements.
- To be responsible for issuing invitations to Governors/guests and collation of responses.
- Taking notes at meetings and distributing minutes of the meetings, including SLT, Governors’ meetings and other relevant School meetings (as directed by the Principal).
- Provide historical reference by developing and utilising filing and retrieval systems and recording meeting discussions.
- Ensure information is secured and archived using the School’s digital archiving system.
- Maintaining strict confidentially at all times.
- Support the wider administrative function of the School by developing proactive working relationships Senior Leaders and Managers of the School.
- Create an attractive and welcoming environment, including stocking of refreshments, stationery and publications as needed.
- Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
- Proactively assist the Principal/Senior Leadership Team with whole School events, project managing events from start to finish, for example prize giving, parents’ evenings etc.
- Undertake and assist with parental visits, taster days and other such events to ensure they are positive, enjoyable and informative experiences for all concerned.
- To be main point of contact for coordinating the Schools key external and internal events, with close liaison and support from the Admissions and Promotions team.
- To demonstrate a commitment to improving and developing Westholme’s processes and facilities.

Be aware of and comply with all School policies and procedures particularly relating to child protection, equal opportunities, health and safety and security, confidentiality and data protection; reporting all concerns to an appropriate person.

Carry out all duties with regard to the school’s policies and codes of conduct.

Participate in training and other learning activities as required and to participate in appraisal and professional development.

Set high expectations of conduct, whilst acting as a good role model for others.

**This list is not exhaustive but rather an indication of the main requirements of the role.**

**Person Specification**

**Executive Assistant to the Principal**

Requirements (based on the job description) Essential (E) or desirable (D)

**Qualifications**

Relevant educational qualification (level 3/A level) or willingness to work towards a level 3 qualification - E

Educated to degree level, or similar role relevant qualification - D

**Experience/Knowledge/skills/abilities**

Experience of continuous development - E

Proven ability to prioritise a wide range of administrative, whilst under pressure and with mínimal supervision - E

High level administrative skills including the ability to analyse data and prepare high quality reports for the Principal - E

Experience of implementing administrative procedures and processes within a complex education environment - E

Confident in the use of IT for education and administrative proposes including the ability to use the following at a high level: word processing packages, spreadsheets, database packages and networks databases - E

Ability to implement and integrate computerised administrative systems - E

Experience of managing events - E

Sensitivity, tact and judgement when dealing with students and parents - E

Ability to exercise discretion and to ensure strictest confidentiality, where appropriate - E

Ability to remain calm under pressure - E

Ability to t