Headteacher's Personal Assistant

About the role

Overview

The Headteacher's Personal Assistant (PA) plays a vital role in supporting the Headteacher and ensuring that the school operates smoothly and efficiently. This role requires a highly organised, discreet, and proactive individual, who is committed to supporting the school’s mission of fostering a safe, nurturing, and effective educational environment. The Headteacher’s PA is responsible for managing daily administrative tasks, compliance, and school policies, as well as coordinating a variety of logistical needs.

Introduction and Safeguarding

The purpose of this job description is to outline the main responsibilities of the Headteacher’s PA. It is not restrictive and includes any other reasonable request that may arise. The safety and well-being of the children in school is paramount, at all times. As with all staff, the Headteacher’s PA is responsible for promoting and safeguarding the welfare of children. The Headteacher’s PA will adhere to and always ensure compliance with the school’s Child Protection Policy. If while carrying out their duties, the Headteacher’s PA becomes aware of any actual or potential risks to the safety or welfare of children in the school, it is their responsibility to report any concerns to the schools Designated Senior Lead for Child Protection or the Headteacher.

Key Responsibilities

• To oversee and manage the Headteacher’s calendar, managing conflicting needs and ensuring (s)he is fully briefed and has the necessary documents/information for meetings
• The scheduling of internal and external meetings, and ensuring school events are diarised
• Arranging travel and accommodation for the Headteacher and visitors as needed

Offering effective administrative and secretarial support

• To take minutes at Executive Group (EG), general staff, inset and other meetings/briefings as required by the Headteacher
• Proof reading of external correspondence preparing letters and invitations for events to parents and external visitors
• The management of the school’s record keeping system for meetings with parents (SCFs), attending meeting to take notes when required and agreed with the Headteacher

Visitor Management & Event Coordination

• Acting as an ambassador for the Headteacher, meeting and greeting visitors and arranging refreshments as required
• To organise staff birthday and farewell gifts, manage flower displays in key school areas, and handle other event-related needs around the school

Compliance & Inspection Preparation

• Ensuring that all school policies align with legislative requirements and Independent Schools’ Inspectorate (ISI) standards
• Conducting internal audits on policies to maintain compliance, updating staff on regulatory changes, and assisting with child protection, safeguarding, health and safety, and data protection compliance
• To liaise with the Human Resources department to ensure the accurate maintenance of training records for staff, organising required training sessions
• To act as the custodian for inspection documentation and prepare necessary paperwork for ISI inspections

Administrative Support for the Executive Group

• The preparation of agendas, minutes and catering for EG meetings
• To assist the EG with general administrative tasks, if agreed by the Headteacher

School Minibus and Uniform Administration

• Management of minibus schedules and routes, risk assessments, and fees, coordinating with drivers and maintaining records of required driver qualifications
• To administer uniform lists and serve as the point of contact for staff and parents regarding uniform-related queries, leading the team of volunteers who manage the second-hand uniform shop and acting as the contact for supplier relationships

Data Management & GDPR Compliance

• Handling GDPR compliance by gathering, redacting, and sending Subject Access Requests (SARs)
• To update school handbooks, policies, and work collaboratively with the marketing department and the leadership team to ensure the school website content and the school portal content remains accurate

Additional Duties

• Covering the Reception desk in the absence of the School Secretary or Receptionist
• To complete the ISC and DfE census annually, update ISI data, and support various other administrative or other tasks as requested by the Headteacher

Application Process and Interview

The deadline for receipt of applications is 18:00 on Wednesday 27th November 2024. To apply for this position please complete an application form which can be found on the school's website. Further information or any enquiries may be requested from our HR officer, Mrs Rachel Franklin (rachel_franklin@westbrookhay.co.uk).

It is anticipated that interviews will be held on the week beginning Monday 2nd December. Candidates will be offered a tour of the school and lunch if the timing of the interview is appropriate. This appointment is to start as soon as possible, or January 2025. The school reserves the right to interview candidates before the advertised deadline so early applications are encouraged. This appointment is for January 2025 or as soon as possible

Job Types: Full-time, Permanent,

Pay: upto £35,000 per annum, depending on expereince 

Benefits:

• On-site parking
• Free school meals
• Enhanced family leave 

Schedule:

• Monday to Friday 

Work Location: Westbrook Hay School 

Application deadline: 27/11/2024
Expected start date: 01/01/2025