PA TO SENIOR DEPUTY HEAD (PREP SCHOOL)
We are looking for a professional and approachable individual to join our friendly team. As PA you will provide full confidential administrative support to the Senior Deputy Head and the wider school to maintain the efficient and effective operations of the school.
You will be a point of contact for parents, pupils, and visitors, ensuring communication channels are professional and effective.
To be successful in this role, you will have demonstrable experiencing of administration processes and systems, coupled with experience in a PA/Secretarial role. Experience of working in a school setting, or similar regulated setting, is desirable but not essential. If you are an organised and methodical individual, with a flexible approach, we would like to hear from you.
We aspire to deliver exceptional every day, whilst creating a welcoming and supportive environment where individuals can thrive, find their exceptional, and be celebrated. Our 3 cornerstone values are Humility, Engagement and Kindness. If this sounds like a cultural fit for you, and you meet the job requirements, we would love to hear from you.
MORE INFORMATION
The post is permanent, term time plus 5 additional weeks. Monday to Friday, 35 hours per week, with an additional 8 Saturdays per academic year during term time.
Purpose of the Job
To provide full confidential administrative support to the Senior Deputy Head and the wider school to maintain the efficient and effective operations of the school. Additionally, the postholder will be a point of contact for parents, pupils, and visitors, ensuring communication channels are effective.
Main Duties & Responsibilities
· Managing the diary of the Senior Deputy Head including organising meetings and appointments.
· Preparation for meetings, managing correspondence and general administrative assistance.
· Drafting and proof-reading letters and communications.
· Co-ordination of meetings - preparation of agendas, taking and distributing minutes.
· Implementing and maintaining procedures and administrative systems on behalf of the Senior Deputy Head.
· Assist parents, pupils, staff and visitors with telephone, email, and face to face queries.
· Correspondence - prepare and distribute letters/messages via school portal on behalf of academic staff and the senior management team.
· Support with all aspects of the day-to-day running of school and the school’s co-curricular programme:
Ø School Events – room bookings, catering requirements and organisation of events, as required.
Ø Horizons Programme (clubs/activities) – co-ordinate entries, finalise termly programme, set up on SOCS, liaise with parents/staff as necessary.
Ø SOCS database; create, update and maintain registers for all sports, music and dance clubs.
Ø Enrichment Programme – liaise with HODs, draft internal and external letters, update response forms/coordinate responses, update SOCs registers.
Ø Trips - responsibility for administration relating to overnight and residential trips.
· Parents’ Association – administration for PA – drafting letters, arranging meetings, agendas and minutes etc.
· EOT Assembly – liaising with SMT regarding termly awards, prepare summary, certificates, awards etc.
- Uphold and promote the school’s ethos, policies, and procedures
· To work to the exceptional standards of customer service, ensuring that all services operate in a friendly, smooth and efficient manner always.
· To work as part of a team and support other members to meet objectives.
Other Duties and Responsibilities
· Pupil registration: recording morning daily absences, communicating with parents and staff as necessary and in accordance with policy; updating prep register during school day.
· Liaise with the Deputy Head Pastoral regarding parental requests for absence, maintain spread sheet and confirm with parents when permission is granted.
· Parent Consultation Evenings: lead on the organisation and smooth running of all in-person and online Parent Consultation Evenings.
· Expenditure sign-off – ensuring all time sheets, expenses claim forms are signed off and sent to Finance by monthly deadline.
· Billing; responsibility for billing for clubs, overnight and residential trips etc.
· Sports Department administration – provide administrative support to Director of Sport for all aspects of the TPS sports programme.
· General administration – updating MIS, ensuring pupil data is correct, populating and updating pupil timetables.
· TDLDSC; administration for all swimming events, including correspondence with parents and the Finance department regarding billing.
· Design, produce and programmes for school productions, concerts, activities and events (Sports Day etc.).
General
· Exemplify the school values of Humility, Engagement and Kindness, and demonstrate the appropriate and expected behaviours
· Promote, monitor, and maintain health, safety, and security in the workplace, through adherence to the relevant policies and procedures
· Contribute to the protection and welfare of children and young people, as appropriate, in accordance with any agreed policies and/or guidelines, reporting any issues or concerns to the DSL
· Adhere to all other relevant school policies and procedures
· Support the management team by performing other reasonable duties as required
· Work as part of a team and support other members to meet objectives
· Attend staff meetings and INSET as required
The duties and responsibilities shown above are not intended to be exhaustive and the post holder will be expected to be flexible and to take on new responsibilities as necessary to meet the changing needs of the school.
This job is one that engages in regulated activity.
Pay: £20,605.00 per year
Benefits:
- Bereavement leave
- Canteen
- Company pension
- Cycle to work scheme
- Discounted or free food
- Employee discount
- Enhanced maternity leave
- Enhanced paternity leave
- Free or subsidised travel
- Free parking
- Gym membership
- Health & wellbeing programme
- On-site gym
- Referral programme
- Sick pay
Experience:
Work Location: In person
