Post: School Secretary/Headmaster’s PA

Prior Park Schools

Prior Park Schools (PPS) comprises three independent but interdependent day and boarding schools set in the beautiful South West of England: Prior Park College, the senior school and The Paragon, the junior school, both in Bath and Prior Park Preparatory School in Cricklade, Wiltshire. There are some 340 staff across PPS. Each school provides high achieving, co-educational, Christian education. The heart of PPS is the encouraging Catholic/Christian ethos which nurtures over 1,000 pupils aged between 3 and 18 years to become confident, capable, compassionate and independent minded young people. A fourth school, Prior Park School, Gibraltar will be opening in September 2016.

The Post

This is a key role within the School. The post holder will provide PA support for the Headmaster and extensive secretarial/administrative support to the Assistant Bursar and Senior Leadership Team. As a result of the routine of schools, the workload may not be evenly spread throughout the year.

The main areas of responsibility include:

  • To support, where necessary the Assistant Bursar and other members of the Senior Leadership Team
  • To oversee and prioritise the diary and to keep the Headmaster on schedule.
  • Organise meetings and catering arrangements for the Headmaster.
  • Provide, as required, a confidential high quality secretarial and administrative service to Headmaster and other members of the Senior Leadership Team.
  • Management of the Headmaster’s communications (email, letters, telephone, website) ensuring timely accurate and responsive support.
  • To provide confidential PA support to the Headmaster.
  • To act as an ambassador for the school and Headmaster in all matters.
  • Liaison and coordination of communications between the Headmaster, Leadership Team and other Headmasters both within the foundation and other schools.
  • Coordinate termly Governors visits and PPPS LGC meetings, circulating invitations, agendas and minutes as appropriate.
  • Management of the telephone switchboard and coordinator all internal communication.
  • Administering all incoming and outgoing post, coordinating examination and scholarship correspondence.
  • To communicate promptly and relay information from parents to the Headmaster, Deputy Headmaster and other academic staff and vice versa.
  • Management of school database, MIS and administration of school information.
  • Manage the pupil/staff files and records via PASS/Schoolbase.
  • Coordinate and produce information for annual census returns.
  • Check registers are complete, sign out sheets and daily fire registers are provided.
  • Administer school minibus arrangements, keep up to date registers.
  • Take minutes of the weekly Common Room meeting and other meetings by arrangement.
  • Provide front of house welcome and be the first point of contact for all visitors or callers including prospective parents and Governors.
  • To provide arrangements for pupils, parents and other visitors to the school.
  • To liaise with tact, diplomacy and discretion with school staff and those outside the school, particularly parents.
  • Any other administrative duties as required to ensure the smooth running of the school

Please note that this list is not exhaustive and other additional, reasonable tasks falling within capabilities of the post holder may be required, depending on the needs of the school.

Person Specification

The successful candidate will possess the following attributes:

  • Experience of a busy and sometimes pressurised office environment, ideally in school Secretary/PA role.
  • Considerable secretarial skills including excellent typing, shorthand or audio skills
  • Word Processing and Excel
  • Knowledge of Microsoft 365
  • Educated to a minimum of GCSE level or equivalent in English and Mathematics.
  • Has experience of managing and use of databases.
  • High level of competence in organisational and co-ordination skills.
  • Good interpersonal skills, the ability to communicate effectively with a variety of people and to assess and diffuse confrontational situations, proactive and confident team player and effective multi-tasker.
  • The capacity to remain calm and to cope with the unexpected.
  • High level attention to details and accuracy.
  • Proven tact and diplomacy in dealing with adults and children.
  • First class telephone manner.
  • High levels of initiative and commitment to occasional working beyond normal hours.
  • Discretion, confidentiality, honesty, integrity and a good sense of humour.
  • Smart and professional presentation.

Knowledge and experience of the whole school procedures are highly desirable.

The School operates a defined contribution support staff pension scheme. There is also free parking on site and free lunches during term time.

In addition to any normal public and Bank Holidays, there are 5 weeks paid holiday.It is preferable that the holidays are taken out of term-time.

Closing date for applications is12 February 2016.

Child Protection

Prior Park Schools is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

Data Protection

In the course of employment at Prior Park Schools, staff may have access to confidential information relating to pupils and their families and are required to exercise due consideration in the way they use such information. Staff should not act in any way which might be prejudicial to the School’s interest. Information which may be included in the category covers both the general business of the school and information regarding specific individuals. A strict code of confidentiality must be adhered to at all times. The School is registered under the Data Protection Act 1984 and staff must not at any time use the personal data held by the school or disclose such data to a third person.