Stretford Grammar School – Headteacher’s PA and Office Manager

Stretford Grammar School

Headteacher’s PA and Office Manager

Closing date for applications –12 Noon Wednesday 23rdMarch 2016

We intend to interview on Wednesday 30th March 2016

Dear candidate,

Thank you for your interest in the above post. You will find enclosed details of the post, but if you wish to obtain any additional information, please consult the school website or contact MsEvans, the School Business Manager.

This appointment is an important one for the school and the successful person will be expected to make a significant contribution to the development of systems and process within the school. It is a valuable opportunity for someone to work with well qualified and specialist staff and to gain valuable experience across the 11- 18 age range.

I hope the information provided will encourage you to apply for the post and in doing so I look forward to considering your application. We are seeking to appoint as soon as possible and as such letters of application and completed application forms must arrive in school no later than 12.00pm noon on Wednesday 23rd March 2016. Letters of application should be no more than two sides of A4 and explain how your experiences to date meet the Job Description and Person Specification enclosed. They should be addressed for the attention of Ms. J.Evans, School Business Manager and marked private and confidential.

Emailed forms should be sent to

Unfortunately we are not able to provide feedback to candidates who have not been shortlisted for the above post.

Yours sincerely,

Mr. M. Mullins

Headteacher

Stretford Grammar School

Job Title:Headteacher’s PA and Office Manager

Line Manager:Business Manager

Salary Scale:PARIS BAND 4, points 22 – 25

(£20,253 - £22,212 pro-rata to term-time fraction)

Hours:36.25 hours per week

8.15am – 4pm with 30 minute lunch break.
Term-time plus INSET plus 3 additional weeks (you will be expected to take annual leave in school holiday periods and co-ordinate office cover with other school support staff)

BASIC JOB PURPOSE

The primary function of this role is to ensure high quality secretarial support for the Headteacher, Deputy Headteacher and Business Manager, including confidential correspondence. This is a developing role where initiative and flexibility will be essential. The nature of the tasks undertaken will vary depending on the time of year and the issues involved.

The post-holder will be required to undertake and maintain an appropriate first aid qualification (training provided), for which an additional payment will be made.

MAIN RESPONSIBILITIES

ADMINISTRATION:

  • Provide a complete administrative and secretarial support service to Headteacher, Deputy Headteacher and Business Manager including confidential correspondence. Work with Deputy Head to update the staff handbook annually.
  • Maintain and update the school’s Single Central Record in accordance with OFSTED requirements for Safeguarding.
  • Ensure Headteacher’s post is opened daily – circulate e-mails and distribute post as necessary.
  • Manage Headteacher’s diary and ensure effective use is made of the Headteacher’s time.
  • Manage the Headteacher’s filing system keeping it up to date and well organised.
  • Take minutes at pupil disciplinary committee and other meetings in school as required.
  • Organise advertising of vacancies within school as directed by the Business Manager. Provide administration support for the interview process including producing a schedule/timetable for the interview day.
  • Take minutes at staff briefing and e-mail to all staff in a timely manner.
  • Collate agenda items, prepare papers and take minutes for SLT meetings.
  • Advise the Headteacher of any potential staff welfare issues and arrange collections, floral gifts and home visits as appropriate.
  • Oversee arrangements for special occasions, e.g. Presentation Evenings.

GOVERNING BODY:

  • If required, carry out Clerk to Governors duties with support from Trafford Governor Services, including preparing and distributing agendas, taking minutes for sub-committee meetings (not Finance and Resources) and ensure minutes are typed and distributed in a timely manner. Ensure governors have relevant paperwork before meetings. Maintain filing system to meet audit requirements.

OFFICE MANAGER:

  • Line-manage administrative support staff and ensure they provide a comprehensive, effective and flexible support service to the school. Work with the Business Manager to complete Performance Management Reviews and highlight any training needs.
  • Overview of the management of systems and office procedures to ensure the smooth running of the office, including assisting and monitoring the staff in the delivery of a quality service.
  • Have an overview of the school diary/calendar and work proactively to ensure office support is in place for forthcoming events. Liaise with Data Manager to maintain and update the school diary throughout the academic year.
  • Overview of the general administration budget.
  • Ensure cover for administrative tasks as necessary.
  • Ensure that the reception and office area is neat, pleasant and welcoming for parents, students, staff and visitors, and when necessary deal with enquiries from parents and outside agencies.
  • Cover for absent colleagues as necessary.
  • During the school holiday period the post holder would be expected to sort the school post, cover reception, answer the telephone and provide a clerical support service to meet the needs of the school and colleagues.

PUBLICITY AND MEDIA:

  • Promote the school through the local press. Liaise with the press to advertise open evenings ensuring best value. Collate promotional articles for newsletters and open evenings.
  • Produce half-termly newsletter.
  • Work with administrative staff to ensure the school website is up to date on a daily/weekly basis. Work with all senior staff, and IT Manager to ensure school is promoted and marketed positively via the website.
  • Organise hospitality for all events in school.

The post holder will be expected to undertake such other duties as the Headteacher/Deputy Headteacher/Business Manager may reasonably require.

HEALTH AND SAFETY

All employees are responsible for:

  • Compliance with safety rules and procedures as laid down in their area of activity.
  • Ensuring that they take reasonable care of their own health and safety and hence avoid injury to themselves and to others by act or omission whilst at work.
  • Using protective clothing or equipment as may be provided.
  • Reporting promptly all sickness, accidents, unsafe working conditions or practices and dangerous occurrences of which they are aware.
  • Co-operating with the Headteacher in the fulfilment of the objectives of the school Health and Safety Policies.

This job description is designed to outline the main duties and responsibilities associated with the post but are not intended to be an exhaustive list of all duties performed. It will be reviewed each year and may be subject to modification or amendment at any time after consultation with the post-holder, Business Manager, Headteacher/or his representative.

Headteacher’s PA and Office Manager
Person Specification

SPECIFIC SKILLS, EXPERIENCE AND KNOWLEDGE / Essential / Desirable
Good level of general education, preferably educated to A level standard or higher. / 
Minimum 2 years’ experience of working in a PA/Office Manager role. / 
Excellent IT skills including a recognised IT qualification, for example NVQ2 or ECDL (or willingness to work towards IT qualification within 12 months). / 
Knowledge and experience of desktop publishing. / 
Excellent keyboard skills and ability to type at approximately 50-60 words per minute. / 
Able to use SIMS.net / 
Able to communicate with a wide range of personnel including parents, staff, students, Trafford LA employees etc. / 
Excellent time management, administrative, organisation and people management skills. / 
Ability to present information in a user friendly and logical format. / 
Experience of working in the education sector. / 
To be able to promote and market the school. / 
PERSONAL QUALITIES / Essential / Desirable
To maintain confidentiality at all times. / 
To demonstrate the ability to work accurately with attention to detail. / 
To be proactive and be able to prioritise and delegate tasks and workload effectively. / 
To be able to manage a team effectively and have a flexible approach to the role. / 
Enjoy working with a wide variety of people. / 
Willingness to develop professionally and attend courses as required. / 
To have a good sense of humour. / 

Mr. M. Mullins, Headteacher 2016