PA to Principal and Office Manager

The SmartList
Great Bowden
Competitive salary
27 Feb 2018
14 Mar 2018
Contract Type
Full Time
PA to Principal

Job Description

Grade 6, Points 26 - 28 (£23,398 - £24,964) Full time equivalent

Line Manager: Principal
Line Management responsibilities: Oversee line management of the office team

Core Purpose

Administration and diary management for the Principal

Support for HR processes and files

Support for exclusions and formal complaints

Office Manager for Admin team

Line Management of Office team

Specific tasks

Administration and diary management for the Principal:
  • To present the professional and welcoming face of the Academy to all visitors, staff and students, including telephone callers and organising refreshments as appropriate.
  • To manage the Principal's diary for all appointments and meetings, ensuring a manageable schedule is maintained, it is kept up to date; a daily overview with documentation and papers needed provided to the Principal.
  • To be the first line of contact between the Principal and any phone calls, requests from staff or visitors, ensuring only appropriate contact is made.
  • To manage all communications from the Principal to all employees.
  • To be able to proofread documentation on behalf of the Principal and make amendments or suggestions as necessary.
  • To track delegated tasks where required and monitor progress, chasing any documentation or responses not received and keeping the Principal informed as appropriate.
  • To file all agendas observations, learning walks and minutes for meetings involving the Principal or Senior Leadership team as required.
  • To maintain the Principal's filing systems, both hard and electronic copies as appropriate.
  • To liaise with Academy Governors to ensure paperwork for meetings has been circulated and deal with any enquiries.
  • Complete any ad hoc reports for Governors' meetings as required.
  • To deal with any enquiries from Governors in the first instance.
  • To collect any correspondence for Governors and forward as appropriate.
  • To be clerk to the governors
  • To provide, as required, a confidential secretarial service to other members of the Senior Leadership Team.
  • To undertake Project management of projects assigned by the Principal, such as high profile visits to the Academy or within the Trust
Support for HR processes and files
  • Attendance at EPM and Trust HR update meetings as often as possible
  • To support staff where appropriate on Academy procedures and HR policies
  • Collating and filing the performance appraisal documentation on behalf of the Principal
  • As directed by the Principal, to manage the recruitment process for new staff, this includes advertising for staff, processing job applications, requesting references, arranging interviews and supporting the senior leader in ensuring all induction processes have been followed without delay
  • To manage the appointments process, this includes initiating DBS, List 99, medical and reference checks, maintaining an accurate and complete single central record.
  • Completing paperwork to support new staff appointments, sending out offer letters and chasing any outstanding documentation.
  • To maintain accurate and up to date staff sickness records. Liaising with the cover manager.
  • Organise return to work meetings; meeting with staff following a period of sickness absence from school as directed by the Principal
  • FIRST AID - managing the first aid rota and ensuring staff are compliant with health and safety.
  • To organise confidential staff files and maintain them in an orderly manner.
  • To provide effective support for the Principal in all HR processes including minuting meetings, preparation of documentation and liaison with HR advisers as required
Support for admissions, exclusions and formal complaints
  • To complete procedures, all paperwork and information relating to fixed term exclusions, including liaison with LA link and ensuring smooth running of reintegrations and paperwork pertaining to this
  • To complete procedures, all paperwork and information relating to permanent exclusions, including organisation of disciplinary hearings and appeals where necessary
  • To liaise with staff, LEA and parents on in-year Admissions and direct approaches to the Academy
  • To support the senior leader responsible to ensure the smooth running of open events and annual new intake admissions procedures
  • Assisting the Principal with admission appeals and assisting in the preparation of paperwork to be submitted to the independent panel.
  • To ensure that the Principal is supported in responding to any formal complaints received in an accurate and timely manner
Line Management
  • To line manage the administration team including the Academy receptionist and student support services
  • To delegate work to admin staff and manage their workload and output
  • To carry out appraisals and manage the performance of the administrative team
  • To ensure adequate staff levels to cover for absences and peaks in workload
  • To oversee the recruitment of new staff, sometimes including training and induction
Generic responsibilities

To provide assistance and cover when required to the main office and reception.
To complete any other tasks as may be reasonably directed by the Principal or Senior Leadership Team, within the bounds of this job description.

To have due regard for safeguarding and promoting the welfare of children and young people and to follow the child protection procedures adopted by the southward safeguarding children's board and school safeguarding policy.

For further details and an application form please visit our website by clicking the button below.

Please send your completed application form with a covering letter to Tracey Clayford.

The recruitment process is robust in seeking to establish the commitment of candidates to support the school's measures to safeguard children and to identify, deter or reject people who might pose a risk of harm to children or are otherwise unsuited to work with them. All appointments are subject to satisfactory Enhanced DBS and references checks.

Closing date for applications: 10.00 am on 5th March 2018

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