Pa to Deputy Head

**PA TO DEPUTY HEAD (ACADEMIC) Term time only**

At Bootham the academic life of the school seeks to equip our young people to flourish as adults and live adventurous lives that will serve to create a better world.

This busy and varied post provides comprehensive PA and administrative support to our Deputy Head (Academic) and contributes to the smooth and efficient running of the academic life of the school. You must have superb attention to detail in all written communication, have excellent diary management experience, preferably gained in a school environment, and good working knowledge of database, excel and word packages. Previous experience as a PA is preferred.

**Interviews: Tuesday 6th December in the morning**

**JOB DESCRIPTION**

**Job Title**:PA to the Deputy Head (Academic)

**Reports to**:Deputy Head (Academic)

**Line Manager of**:N/A

**Key Contacts and Relationships**:Assistant Head (Curriculum Logistics), Academic Heads of Department, Exams Officer, other PAs and administration staff

**Overall Purpose**:To provide comprehensive PA and administrative support to the Deputy Head (Academic) and, on occasion, the academic Heads of Departments, to contribute to the smooth and efficient running of the academic life of the school.

**Key Accountabilities**:
**Support for the Deputy Head (Academic)**
- Drafting letters on behalf of the Deputy Head (Academic)
- To be responsible for the Deputy Head (Academic)’s diary and meeting schedule, liaising with other members of staff, booking rooms and refreshments as necessary. Also booking training courses, travel and accommodation if necessary.
- Administration relating to reports, assessments and exams. Supporting the Exams Officer during the summer exams and on results days, at the discretion of the Deputy Head (Academic).
- Liaising with Heads of Years, updating Exam Leave Arrangements and sending this information to parents.
- Collating information about term dates, Parents’ Evenings and the Reporting and Assessment Schedule and sending to parents at the start of each new school year.
- Administration relating to Information Evenings for parents.
- Administration and organisation relating to teaching staff CPD courses and internal training (INSET) days.
- Arrangement of appointments for professional development reviews (PDRs) and maintaining accurate records of the PDR meetings and the resulting paperwork ensuring that copies are distributed as required and electronic copies produced and sent to HR
- To provide emergency cover within the admin team in the case of unplanned absence including cover for briefing when needed.
- Organising Heads of Departments meetings, distributing the agenda and accompanying papers, attending the meeting and taking and distributing the minutes.
- Ensuring that the Senior School Academic Policies are updated on time and uploaded to the Portal once they have been approved by LM an/or the Education Committee.
- Marking teaching staff as back in school following a period of absence on the Active Absence System.
- Ensuring that documents, lesson observations and exemplar material for ISI inspection are maintained.
- Supporting Deputy Head (Academic) in work relating to the ISI inspection for Teaching and Learning.

**Support for the academic Heads of Department**
- Liaising with Heads of Department to ensure that they provide the annual updates to the GCSE Option Choice booklet; organising the updating, formatting and printing of the booklet.
- Liaising with Heads of Department to ensure that they make the annual updates to the A-level curriculum booklet; organising the updating, formatting and sending to the printers for publication.
- Liaising with Heads of Departments regarding the GCSE Revision Advice Booklet, updating this and sending to parents and students.
- Liaising with Head of Learning Support regarding revision advice booklet for Schoolrooms and sending to parents.
- Collating Department Development Plans, Department Handbooks and Schemes of Work and arranging for them to be uploaded to the Inspection Portal
- Ad-hoc administration support for Heads of Departments, at the discretion of the Deputy Head (Academic), eg. The Geography Conference, P4C training days and Study Skills days.
- Sending out communications from Heads of Year Open Evenings, Information Evenings etc.

**Skills and Competences required in the role**:
**Essential**:

- 5 GCSEs at grade B or above, including maths and English;
- Previous experience of being a PA and managing the diary for a senior manager;
- Superb attention to detail and accuracy in all written communication;
- Must be a team player and be prepared to work flexibly and constructively with colleagues;
- Must have a good working experience of Microsoft packages, in particular word and excel, qualified to ECDL or equivalent standard, with recent database experience;
- Excellent time management skills and the ability to prioritise and handle many different tasks calmly and eff