PA to Headmaster & Data Controller(
Job Reference:
26002187)
Primary Location
:Down-Bangor-Glenlola CollegiateContract Type:Permanent Duration of Contract/Contract End Date:n/aStatus:Full-TimeContract Options:Flexible working arrangements available during school holidays (E.g. Option 1, 2, 3)Hours per Week:36 hours per weekWorking Pattern:There are options available for working pattern-8am-4pm; -8.15am-4.15pm; or 8.30am-4.30pmGrade/Scale:Administrative Officer | NJC pts 29 - 32 | £39,862 - £42,839 per annumAdditional Allowance(s):Not ApplicableAnticipated Interview Date(s):end of April 2026, date tbcAdditional Information:n/a
Role:PA to Headmaster & Data Controller
Location:Glenlola Collegiate, Bangor
Contract:Permanent, Full Time (36 hours per week, Monday – Friday 8am-4pm)
Grade/Scale:NJC 29-32
About the role:
The main role of the Headmaster’s PA is to provide confidential support to the Headmaster and Board of Governors. The PA has the responsibility Data Controller for Glenlola Collegiate and is responsible for the line management of finance and Non-Teaching support staff. Other duties of an appropriate level and nature may be required, at the direction of the Headmaster.
The Headmaster'sPersonalAssistant(PA) isresponsibleforschoolmanagementrelatedtogeneraladministration, financeand non teachingstafftoensurethattheHeadmasterisfullysupportedinallaspectsofhis/herworkincludingconfidentialmatters.
The main duties and responsibilitiesare indicated below.Other duties ofanappropriate level and naturemay alsoberequired, as directed by the Headmaster.
1.Supervision
i.Supervision of appropriate staff including the management and allocation of duties (Supervision is defined as having full permanent accountability for planning and coordinating the quantity and quality of work as well as managing issues relating to discipline and welfare)
ii.Identify and provide on the job training to appropriate staff.
2.PA Role and General Administration
i.Provide efficient and administrative and secretarial assistance to the Headmaster
ii.Provide administrative, clerical and secretarial support for school staff and Board of Governors
iii.Liaise as required with Governors, staff (both teaching and support staff), students, parents/guardians on behalf of the Headmaster
iv.Open, sort and distribute mail and advise on urgent matters, with responses were applicable
v.Oversee, sort and distribute mail addressed to the Board of Governors, including taking action where necessary.
vi.Diary management including booking appointments, greeting visitors and providing prepatory support and making travel arrangements, where required.
vii.Overseethemaintainingandupdatingofinformationheldonschool systemsincludingstudentandstaffrecords,emergency contacts,datarequiredforthecompletionofreturns.Completeand submitreturns/records asrequiredtoDENI andEA(e.g. Register of Interests, Governor training).
viii.Organise meetings, conferences and events(internal andexternal) onbehalf oftheHeadmaster, includingrefreshmentsand taking minutes as required.
ix.Maintainafileofallschoolpolicies,advisingtheHeadmasterwhentheyareduefor review and/oraredueto beupdateddueto changes in legislation/guidance.
x.Maintainaccuraterecordsdistributingagendas,minutesandotherrelevant documentation asrequired.
xi.Co-ordinatethecollection, entryandextractionofdatarequiredto completestatutoryreturns,forexample FoIrequests.
xii.Provideadministrativesupportto theBoard of Governors. Organise BoGmeetings includingadminpreparation, refreshments diarymanagement formeetings includingfullboardandsub-committee (Finance,Staffing,Selection panels).
xiii.Complete and submit all records / returns as required
xiv.Liaise with relevant personnel to receive and provide information, where appropriate.
3.Purchasing and Supplies Administration
i.Operate/oversee requisitioning procedures,includingthe ordering,purchasing,receiving,checking,storageand distributionof resources.
ii.Stockcontrolofresources.
iii.ArrangeforthemaintenanceofequipmentinassociationwithotherschoolandBoardstaff, in conjunction with the Building Supervisor.
4.Personnel Management
i.Responsiblefortherecruitmentprocessforteachingandsupport staffpostson Taleosystemandassociatedpaperwork as directed by the Headmaster.
ii.ResponsibleforrecruitmentofinternalpromotionpostsandassociatedpaperworkasdirectedbytheHeadmaster.
iii.Responsibleforcorrespondencewith candidates including the organisationof interviews (diary dates, Board of Governors Selection Panel, refreshments, candidate requirements for presentations etc).
iv.Assistininvestigationsandcasework,forexampledisciplinary,asrequiredbytheHeadmaster.
v.Maintainaccuratefilesonallemployees.
vi.Complete payroll for teaching and support staff on a weekly basis.
5.Finance
i.Develop,control, monitor and report on all financial systems as appropriate including the school's delegated budget and financial management systems cost centres.
ii.Responsibleforcashhandlingandbankingarrangements.
iii.Contactwithrelevantpersonnelandprovideappropriate supportinrelationtofinancialprocedures.
iv.CommunicatewithrelevantpersonnelinDENI/EAinrelationtofinancialmattersasrequired.
v.Develop, maintain and operate systems toensureteaching staff are on the correct pay scales (PRSD, Teaching Allowances, and Variation of Contract etc).
vi.ImplementDENI/EA/Schoolpoliciesadvisingteachingandsupportstaffonmaternity,FlexibleWorking,payissues, career breaks.
6.Estate Management
i.Co-operatewith appropriatestaff in the administration of maintenance,decorativeand minor buildingworks including the issue of works orders and costings.
ii.Allocatetasks/dutiesinpreparationfor schoolevents,forexample,PrizeDay,visitsto PrimarySchoolsetc.Draft correspondence, obtain and update lists of guests, issue invitations.
7.Data Protection
i.Assume day to day responsibility for General Data Protection Regulation (GDPR) across the school including drafting, reviewing and implementing project plans, coordinating data audits across the different teams and departments.
ii.Develop,implementandenforceDataProtectionpoliciesandproceduresthroughouttheschoolandreview annually.
iii.Manage Data Protection compliance andliaise with external organisations andauthorities to ensure thatthe school adheres to best practice.
iv.Ensuringthat theschooliscompliantwithEApoliciesandproceduresincludingthedataretentionschedule.
v.Provideinformationandguidance tostaffonhowtheyprocesspersonaldata.
vi.ToworkwiththeHeadmasterinrespondingtoSubjectAccessandFoIrequests.
vii.ToundertakeData ProtectionActcomplianceauditsinaccordancewiththeInformationCommissioner'saudit tool.
viii.Ensure that information sharing internally is compliant with the DPA and that staff are aware of the special requirements for sensitive data such as medical information or information about religion or sexuality.
ix.Assume day to day responsibility for GDPR across School including drafting, reviewing and implementing project plans, coordinating data audits across the different teams and updating policies.
x.Developmentofdataprotectionandprivacytrainingwithstaff,includingGDPRasrequired.
xi.WorkwiththeHeadmasterintheeventofanInformationOfficerInvestigation
xii.Assist with investigations into complaints regarding breaches and undertake action as required, maintaining a detailedrecordof any incidents. Maintain arecord so we can benchmarkincidents and keepa recordof compliance.
xiii.Beresponsibleforthesecurestorageofconfidentialdocumentation.
PA to Headmaster & Data Controller
Evaluated at AO Grade – 2019 & 2022
Updated 30.03.26