JOB PURPOSE
:
The Principal’s Personal Assistant (PA) is responsible for school management related to general administration, finance and non-teaching staff to ensure that the Principal is fully supported in all aspects of his/her work including confidential matters. The Principal’s PA should support and encourage the school’s ethos by establishing and maintaining good relationships with all students, parents/carers, colleagues, suppliers, contractors and other professionals.
The main duties and responsibilities are indicated below. Other duties of an appropriate level and nature may also be required, as directed by the Principal.
1. Supervision
1.1 Supervise the General Office Staff ensuring an efficient administration service
1.2 Organise/distribute tasks coming into the Principal’s office, ensuring that it runs effectively and efficiently by keeping the main office informed.
1.3 Responsible for the quantity and quality of the work of the reprographics team and the medical room.
1.4 Oversee arrangements for the induction of all new staff as required.
1.5 Responsible for identifying training needs and the ongoing professional development for all staff within her/his areas of responsibility.
1.6 Responsible for the appraisal for all staff within her/his areas of responsibility.
1.7 Oversee the effective deployment of all staff within her/his areas of responsibility.
2. PA Role & General Administration
2.1 Provide efficient administration and secretarial assistance to Principal.
2.2 Liaise as required with Governors, staff (teaching and support), students and parents/carers on behalf of the Principal.
2.3 Open, sort and distribute the Principal’s mail including electronic mail, advise on any urgent matters and respond as required.
2.4 Oversee and be responsible for the circulation of incoming mail and outgoing post including Governors’ mailings, taking appropriate action as necessary.
2.5 Liaise with professional bodies, outside agencies, other schools and organisations etc, and attend to queries as required by the Principal.
2.6 Manage the diary and time including booking appointments, acting as the ‘gatekeeper’, receiving visitors, providing preparatory support and making travel arrangements.
2.7 Act as the point of contact in relation to any complaints received, referring matters to appropriate members of staff when required.
2.8 Oversee the maintaining and updating of information held on school systems including student and staff records, emergency contacts, data required for the completion of returns. Complete and submit returns/records as required to DENI and EA (e.g. Register of Interests, Governor training, Child Protection).
2.9 Organise meetings, conferences and events (internal and external) on behalf of the Principal, including refreshments and taking minutes as required.
2.10 Maintain a file of all school policies, advising the Principal when they are due for review and/or are due to be updated due to changes in legislation/guidance.
2.11 Maintain accurate records distributing agendas, minutes and other relevant documentation as required.
2.12 Co-ordinate the collection, entry and extraction of data required to complete statutory returns, for example FOI requests.
2.13 Assist in transferring data safely when database system(s) are introduced and/or changed.
2.14 Assist in the setting up and maintaining of archive files and historical data.
2.15 Provide administrative support to the Board of Governors. Organise BoG meetings including preparation of the Agenda, preparation of reports/data, refreshments, diary management for meetings including full board and sub-committees (Education, Finance, Selection panels). Ensure minutes of meetings are accurate and that matters agreed are implemented.
3. Personnel Management
3.1 Responsible for the recruitment process for teaching and non-teaching posts on Taleo system and associated paperwork as directed by the Principal.
3.2 Responsible for recruitment of internal promotion posts and associated paperwork as directed by the Principal.
3.3 Responsible for correspondence with candidates. Organisation of interviews (diary dates, Board of Governors Selection Panel, refreshments, candidate requirements for presentations etc)
3.4 Assist in investigations and casework, for example disciplinary, as required by the Principal.
3.5 Maintain accurate files on all teaching staff.
4. Finance
4.1 Communicate with relevant personnel in DENI/EA in relation to financial matters as required, providing required information and reports to the Principal.
4.2 Develop, maintain and operate systems to ensure teaching staff are on the correct pay scales (PRSD, Teaching Allowances, Variation of Contract etc)
4.3 Implement DENI/EA/School policies advising teaching and non-teaching staff on maternity, Flexible Working, pay issues, Career breaks
4.4 Advise on compliance with legislation and guidance, for example, DE, Data Protection, Freedom of Information Act, GDPR, School Governance.
5. Estate Management
5.1 Be responsible for the secure storage of confidential documentation.
5.2 Co-ordinate and manage high profile school events for example, charity events including supervision of staff involved, press releases, invitations etc
5.3 Allocate tasks/duties in preparation for school events, for example, Prize Day, visits to Primary Schools etc. Draft correspondence, obtain and update lists of guests, issue invitations.
6. Other Duties
6.1 Oversee the Transfer Procedure from Primary Schools: create and manage accurate record system for SEAG including Familiarisation morning, arrangements for test days. Manage applications/contact with DENI/EA regarding applications so that Governors can consider all applications in line with admissions criteria. Manage enquiries and applications for Admissions to Years 9-12/post-16 and maintain an accurate database.
6.2 Such other duties as may be assigned within the level of the job.