Personal Assistant to the Deputy Heads

Personal Assistant to the Deputy Heads The Personal Assistant to the Deputy Heads reports directly to both the Senior Deputy Head (Academic) and the Deputy Head (Pastoral) (and Deputy Designated Safeguarding Lead). The PA to the Deputy Heads is one of the key public faces of the school and must therefore act accordingly. The PA to the Deputy Heads is responsible for providing exceptional and unfailing support to enable the Deputy Heads to be able to focus on the key aspects of their roles, allowing them to carry out their duties effectively. This includes acting as the first line of contact for the Deputy Heads, diary management, maintenance of systems and filing, and a wide range of general secretarial and administrative duties as expected with the nature of the role. Main duties and responsibilities as Personal Assistant: To ensure that the Deputy Heads have all that they need at all times. General administrative tasks as appropriate. To be responsible for organising and maintaining the Deputy Heads' diaries. To act as a line of contact for the Deputy Heads, including managing phone calls, emails, written correspondence and visitors. To schedule and take minutes for meetings being led by either of the Deputy Heads, particularly Heads of Section and School Council. To be proactive about reviewing processes and to improve communication. To oversee absence requests. To provide administrative support to the pastoral teams (Lower and Middle School), including the preparation of commended contributions and reward report certificates each half of term. To provide administrative support for the Individual Learning Needs department as agreed with the Senior Deputy Head (Academic). To update content and arrange purchase of the girls' homework diaries. To oversee lost property. To provide assistance when public examination results are published. To provide statistical / analytical support to the Deputy Heads, such as fortnightly reward & conduct reports. To provide support for the Head in the absence of the PA to the Head. To cover Reception breaks (during periods of absence). To provide support for students and staff visiting the office with general enquiries, in collaboration with other colleagues in the School Office. This list of duties and responsibilities is not exhaustive and includes any reasonable additional request which assists the smooth operation of the academic and pastoral teams. Skills and Abilities Excellent interpersonal and communication skills, with the ability to relate well to people on all levels. To have the ability to use Microsoft Office at an advanced level and be able to work with a high level of initiative. To be forward thinking and proactive. Prioritise a wide range of administrative duties working to tight deadlines whilst remaining clam under pressure. To have excellent organisational and time management skills. To have a meticulous eye for detail and to always work with a high level of accuracy. To have an excellent telephone manner and the ability to deal confidently with enquiries. Excellent written and spoken English. Experience of working in an educational setting is desirable. Effective use of IT is essential. Experience and Knowledge Experience in a PA/EA role at a senior level in a bustling environment with competing demands. To understand how a school community functions and have an understanding of the issues that can affect pupils both pastorally and academically. Other Highly discreet and confidential. Helpful, polite, calm and confident. Flexible, adaptable, resilient and cooperative, willing to go the extra mile. To have a good sense of humour and embrace the whole school community. To be able to show empathy and sensitivity. To maintain professional standards of behaviour and dress. To be committed to safeguarding and promoting the welfare of the pupils. Working Hours This role is based on site, full time all year round, the core hours are Monday to Friday 8.00am to 5.00pm (8.00am to 4.30pm during school holidays). A degree of flexibility is required, and the working hours will be as necessary to fulfil the needs of the role.