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Personal Assistant

Office & Administration
Job Type:
£29000 to £33000 per annum
Ref #:
Post Date:
11-01-2019 08:01 AM
All London
Headmaster`s Personal Assistant (Mat Cover)

37.5 hours a week (excluding a one hour break) from 8.15am to 4.45pm. Must be Flexible with working hours.


- Must have a good working knowledge of ICT and to be familiar with appropriate computing and IT procedures.
- The nature of the work demands that discretion and confidentiality are of utmost importance at all times.
- Good level of general education including GCSE Maths and English at Grade C or above, or equivalent
- Fully conversant with Microsoft Office packages especially, Word and Excel
- Experienced in the use of MIS system.

The Headmaster`s Personal Assistant has overall responsibility for the day-to-day management of the Headmaster`s office and the particular responsibilities and duties set out below.

- Keeping abreast of and informed about the work of the Headmaster and the routines of the School, which will necessarily involve reading papers, minutes and correspondence, working closely with members of staff, particularly the Procurator and senior teaching staff
- Attending meetings with the Headmaster.
- Working closely with and providing administrative and secretarial support to the Headmaster in his work, including that associated with his membership of outside bodies
- Maintaining the filing system, including looking out correspondence, maintaining a system for bringing forward items, reviewing regularly pending and pending reply files, maintaining a system of referencing and cross-referencing, matching up and keeping together related correspondence and other appropriate items within files and keeping track of active files.
- Monitoring the School email account and responding or forwarding emails to the appropriate person.
- Dealing with the Headmaster`s routine correspondence, including the drafting of letters, ensuring that correspondence is dealt with expeditiously;
- Managing the Headmaster`s diary, ensuring that items from the school calendar and the bulletin are entered, making appointments, and informing others with an interest of the Headmaster`s appointments and schedules with appropriate information.
- Dealing with telephone calls and inquiries.
- Attending the Headmaster`s morning briefing meetings.
- Keeping brief notes or minutes of meetings and circulating accordingly; and writing summaries and briefing papers for meetings.
- Preparing reports, returns and analyses as well as preparing papers for meetings, ensuring that all papers related to items on the agenda, or to matters arising from previous minutes, are included.
- Assisting the Procurator and the Deputy Headmaster with the administrative procedures for the appointing of teaching staff employed at the School, including placing adverts, liaising with Heads of Department on interview schedules, logging and acknowledging applications, calling candidates for interview, ensuring that further information is sent to candidates, sending for references and making other necessary arrangements for interviews as required;
- Maintaining the Single Central Record and administering vetting checks (DBS) on all those working or volunteering at the school, including rechecks as appropriate; authorising invoices for the online service provider.
- Keeping up to date with legislation and guidance about employment and vetting checks (from e.g. Ofsted, DfE) and any changes to the requirements of the Single Central Record;
- Ensuring that the Registrar, the housemaster and the form-teacher concerned and any other member of staff with an interest are aware of any correspondence concerning pupils, particularly in respect of exclusions and of their progress and outcome.
- Processing new joiners, both teaching and non-teaching staff: including, opening personal file and creating electronic records - updating when necessary;
- Making any necessary travel or accommodation arrangements for the Headmaster;
- Working closely with the Clerk to the Appeal Panel in respect of appeals against admission decisions: logging appeal form requests and drafting responses for the Headmaster; devising a timetable of appeal hearings and informing appellants; preparing and sending paperwork to appellants and Appeal Panel; arranging refreshments for the Appeal Panel; booking the venue; updating, preparing and sending outcome letters;
- Keeping a diary of vehicle and room bookings;
- Keeping a stock of drinks for functions organised by the Headmaster;
- Providing some secretarial and administrative support to school`s Foundation Charity including preparing paperwork for meetings, taking minutes, assisting with events, help preparing the accounts and investigating legal procedures.
- Co-ordinating and administering governor and IRP exclusion panels, as required such other duties as the Headmaster (or a senior member of staff acting on his behalf) may reasonably require from time to time. During school holidays, all members of the support staff are expected to be flexible and to assist with duties outside their normal area of responsibility.

EQUAL OPPORTUNITIES Morgan Spencer Recruitment is committed to equal opportunities and actively seeks applications from all sectors of the community irrespective of gender, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.

CONFIDENTIALITY: All applications are dealt with in strictest confidence and will be processed in accordance with the Data Protection Act 1998
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