HEADTEACHER’S PA

Personal Assistant

CER is working in partnership with a school in Bradford to recruit a full time Personal Assistant for a busy headteacher and SLT. The role is with an immediate start and could be a permanent role for the right person.

Working hours:

Monday 7.30am – 3.30pm

Tuesday & Wednesday 8am – 4pm

Thursday 9am – 5.30pm

Friday 8am – 3.00pm

You must have PA experience to apply for this role. Candidates who have worked as a PA in other industries will be considered.

Job purpose The headteacher’s personal assistant is responsible for:

• Ensuring that the headteacher is fully supported in all aspects of her/his work including confidential matters.
• Managing the school’s office, secretarial and administrative functions, assisting as required.
• Advising on compliance with legislation and guidance, for example, DfE, data protection, Freedom of Information Act, GDPR, school governance.
• The line management of a number of staff falling under her/his remit including their induction, training and performance management.
• Supporting and encouraging the school’s ethos and its objectives, policies and procedures.

Duties and responsibilities

Main duties and responsibilities are indicated below. Other duties of an appropriate level and nature may also be required, as directed by the headteacher. Please note that the post holder may be required to work outside of normal school working hours for extended school status activities, school events, meetings and emergencies.

Job specification

Operational The post holder shall:

• Establish and maintain good relationships with all students, parents/carers, colleagues, suppliers, contractors and other professionals.
• Provide efficient administration and secretarial assistance to the headteacher.
• Manage the headteacher’s diary and time including booking appointments, acting as the ‘gatekeeper’, receiving visitors, providing preparatory support and making travel arrangements.
• Open, sort and distribute headteacher’s mail including electronic mail, advising on any urgent matters.
• Organise meetings, conferences and events (internal and external) on behalf of the headteacher, including refreshments and taking minutes as required.
• Maintain a file of all school policies, advising the headteacher when they are due for review and/or are due to be updated due to changes in legislation/guidance.
• Maintain accurate records of senior leadership team (SLT) and staff meetings, distributing agendas, minutes and other relevant documentation as required.
• Liaise as required with governors, staff (teaching and support), students and parents/carers on behalf of the headteacher.
• Liaise with professional bodies, outside agencies, other schools and organisations etc, and attend to queries as required by the headteacher.
• Assist in investigations and casework, for example disciplinary, as required by the headteacher.
• Co-ordinate advertising and articles relating to the school in educational publications, the local and national press.
• On behalf of the headteacher, liaise with outside agencies on ad hoc projects involving marketing, designing and printing school-related publications.
• Develop, implement and review administrative procedures and systems putting in place necessary management controls, for example, ensuring required documentation is obtained in order to action changes legally.
• Oversee and be responsible for the circulation of incoming mail and outgoing post including governors’ mailings, taking appropriate action as necessary.
• Act as the point of contact in relation to any complaints received, referring matters to appropriate members of staff when required.
• Oversee the maintaining and updating of information held on school system(s) including student and staff records, emergency contacts, data required for the completion of returns, for example, for the DfE.
• Assist in the collation and preparation of statistics, management information and reports as required by the headteacher, the governors, auditors, the local authority (LA), and the DfE.
• Co-ordinate the collection, entry and extraction of data required to complete statutory returns.
• Assist in transferring data safely when information system(s) are introduced and/or changed.
• Assist in the setting up and maintaining of archive files and historical data.
• Co-ordinate the annual student photograph session/s ensuring information system(s) are updated as required.
• Contribute to the evaluation and development of administrative systems and procedures.
• Report technical faults relating to the school system(s) and equipment to the ICT technician(s) to ensure that they are efficiently resolved.

Personnel

The post holder shall:

• Oversee arrangements for the induction of all new staff as required.
• Be responsible for identifying training needs and the ongoing professional development for all staff within her/his areas of responsibility.
• Be responsible for the appraisal for all staff within her/his areas of responsibility.
• Oversee the effective deployment of all staff within her/his areas of responsibility

Administrative

The post holder shall:

• Ensure that all administrative duties, checks, documentation, reports and returns (internal and external) are completed accurately and submitted within required deadlines.
• Undertake responsibility for all necessary administration relating to areas within her/his remit.
• Ensure that all manual and computerised records and filing systems relating to all areas within her/his remit are maintained as required.
• Process, input, extract and analyse information from the school’s system(s).
• Ensure compliance with data protection regulations.
• Take minutes/notes in meetings, including meetings outside normal working hours as required, and circulate associated information.
• Answer incoming and internal switchboard calls, dealing with requests and enquiries and taking messages as required.
• Deal with correspondence promptly and as required.

General

The post holder shall:

• Attend school events as required.
• Participate in school emergencies as required, including co-ordinating arrangements, locating students and staff, providing contact details and completing necessary documentation.
• Arrange and provide training sessions for staff to ensure that they are aware of associated procedures and regulations.
• Attend training sessions and meetings as required.
• Keep up-to-date with developments and changes in legislation and guidance, and communicate appropriate information to colleagues as appropriate.
• Support the headteacher in advising the governing board and its committees as appropriate.
• Seek, consider, and act upon professional support and advice as required

Requirements for the role:

• A valid DBS on the update service or be willing to obtain.
• Two suitable references covering the last two years.

Benefits of working with CER

• A dedicated experienced Education Consultant who will support you in finding the right roles, and listen to your needs
• Working for a reputable well established education agency with a local office
• Plenty of variety and choice of work at every school level
• Competitive rates of pay, paid weekly via PAYE and a Guaranteed Pay Scheme
• Fully Compliant with AWR to make sure you receive the correct pay and working conditions
• Excellent opportunities for CPD
• Generous Recommend a Friend Referral Scheme – £250 for referring another teacher or support worker to CER Education
• If you are working through another agency take advantage of our Sign on 23 referral for an extra £300* after 30 days worked. (*Ts and Cs Apply)

CER is an equal opportunities employer and welcomes applications regardless of sex, age, race, sexual orientation, gender reassignment, marriage and civil partnership, religion and belief, pregnancy and maternity or disability.

Well recognised through the country, CER Education are the UK market leaders in education recruitment. We’ve been helping people find temporary and permanent education jobs for over 20 years.

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