PA to Headteacher

Job Title: PA to the Headteacher – Maternity Cover

Salary/Grade: Grade 5 - £27,711 - £33,366 pro rata per annum (actual salary £24,047- £28,954)

Hours: 37 hours per week

Term time only plus one week.

The core purpose of the role is to provide a high-level, professional PA and administrative support to the Headteacher to enable them to operate effectively in their role.  This role would suit someone who has previously worked in an educational setting, ideally a school.

Responsibilities and Duties:

Proactively manage the Headteachers extremely busy diary, accommodating regular complex changes in their schedule and pick up diary conflicts so that key deadlines are met and responsibilities fulfilled as efficiently as possible.

· Inform the Headteacher in advance of forthcoming appointments and commitments, and prepare papers, reports and any other necessary background information required.

· To act as first point of contact for enquiries to and communications with the Headteacher and provide administrative support to the Headteacher as required.

· Respond to communications on behalf of the Headteacher, signposting queries and issues to initiate appropriate action in order to ensure a timely response.

· To communicate, on behalf of the Headteacher, with parents with respect to enquiries, complaints, student exclusions and sanctions, providing administrative support and keeping appropriate records.

· To produce correspondence, newsletters, agendas, reports and other documentation (including word processing, desktop publishing power point and spreadsheets) to meet the Headteacher's requirements.

· To receive visitors on behalf of the Headteacher and to make appropriate arrangements for their hospitality.

· To make arrangements and organise events on behalf of the Headteacher, as required, including meetings, appointments, interviews and travel, ensuring that all necessary confirmation of arrangements is undertaken.

· To organise, attend and take notes at meetings in order to produce an accurate record of proceedings.

· Work with the Headteacher and members of the Leadership Team to plan and organise school events and manage the whole school calendar.

· To process Leadership Job vacancies, and all associated paperwork including advertisement, Job Descriptions and manage the Recruitment & Selection process.

· To manage the Threshold and Performance Management applications and produce the annual pay progression documentation.

· In association with the LA and DSC administer the appointment and balloting for governor vacancies.

· Oversee the booking of meeting rooms and manage stock requirements for the Headteacher's office.

· Arrange catering for school events where appropriate.

· Screen phone calls, direct calls and take messages as appropriate.

· Answer ad-hoc queries both internally and externally.

· Monitor the school admin mailbox, ensuring emails are acknowledged and forwarded in a timely manner.

· Maintain the school policies register and work with the Leadership team to update school policies in line with compliance and ready to present to Governors for approval.

· To ensure staff absence requests are dealt with in a timely manner and cover arrangements are in place

· To quality assure school letters for distribution.

· To maintain filing systems to ensure that the information is kept up to date and easily accessible.

· To maintain databases, inputting and retrieving data in the format required.

· To monitor any trends and/or maintain any required logs or records, including a record of complaints.

· To maintain a reference library of essential statutory and reference documentation, including publications which must be available for public inspection

· To liaise with School staff and to respond to enquiries on matters within the postholder's responsibilities

· To undertake any other reasonable duties consistent with the specification and grading of the post.

· To liaise with the LA, Governors, and other external agencies and partners on behalf of the Headteacher.

· Work in conjunction with the Governance Services team regarding arrangements. To liaise as necessary with the appropriate staff with respect to the preparation of documentation

· Maintain up to date records of the names, addresses and category of members and their term of office, and inform the Head teacher and any relevant authorities of any changes to its membership.

INDH