EDMONTON COUNTY SCHOOL

JOB DESCRIPTION

Post Title:Secretarial Assistant to the Head of Site

Grade:Scale 4/5

36 hours per week, 39 weeks per year

Responsible to:Deputy Headteacher

Purpose of the Job:To provide a direct, comprehensive, efficient and effective Secretarial service to the Head of Site. To support the Head of Site in administrative tasks that relate to day-to-day management of students and the site and in the recruitment and retention of staff

Main Duties and Responsibilities:

  1. To provide administrative and secretarial support for the Head of Site in an efficient and effective manner, maintaining confidentiality at all times.
  1. To be responsible for all administrative tasks related to the process of recruitment, including organising and placing adverts, preparing master job packs ready for copying and distribution by resources staff, arranging interviews and contacting candidates by phone/letter, liaising with and providing all the necessary documents to staff involved in interviews, arranging refreshments where necessary, completion and validation of appropriate documentation following appointment and liaison with both successful candidates and LA.
  1. To deal promptly and efficiently with the Head of Site’s post. To open, date stamp, prioritise, filter and log all post, ensuring that all correspondence is answered and copied/directed as appropriate to the responsible member of staff. To bring to the Head of Site’s attention any urgent/confidential post.
  1. To draft letters, memos on behalf of the Head of Site and to send holding letters when necessary.
  1. To type letters, memos, reports and input data for the Head of Site as necessary.
  1. To meet and greet visitors and ensuring those visitors without appointments are screened and dealt with appropriately.
  1. To answer and screen all telephone calls to the Head of Site, dealing with all callers in a professional manner. Taking accurate messages in the message book, ensuring the Head of Site receives messages as soon as possible.
  1. To ensure that the Head of Site’s attention is drawn to potentially high priority issues.
  1. To maintain the Head of Site’s diary, keeping it up to date on a daily basis, to make appointments, arrange meetings, identify possible clashes and rearrange meetings when necessary, informing the Head of Site and relevant staff of any changes.
  1. To liaise with school staff, governors, outside organisations/agencies, students, parents on behalf of the Head of Site.
  1. To efficiently service meetings. This will involve effectively organising meetings, preparing/collating agendas and distributing for the Head of Site prior to the meeting, collating papers to take to meetings, ensuring the Head of Site is well briefed and prepared for all meetings, providing resources and refreshments, taking accurate minutes highlighting actions, to type and distribute minutes of meetings as quickly as possible and other tasks as required by the Head of Site.
  1. To maintain the Head of Site’s filing system, ensuring all filing is kept up to date promptly and accurately, archiving/creating new files where necessary.
  1. To organise duty rotas for the site, check staff are attending and follow up with notes/reminders when necessary.
  1. To type exclusion letters, running records and documents relating to exclusions, keep a record of exclusions for submission to the LEA and submit statutory exclusion information to the LEA.
  1. * To set up Governors’ Discipline Committee meetings, to prepare and distribute documentation for the meetingswithin the set deadlines and to Clerk the meetings when required.
  1. To maintain staff room notice boards; removing out of date information, and clearing of communal areas of any unnecessary papers.
  1. To ensure that Data Protection regulations are adhered to throughout the office, informing the Office Manager of any requests for information other than from approved agencies: DfES, LEA.
  1. To exercise responsibility under the Health and Safety at Work Act as laid down or as amended from time to time by school procedures. To ensure all necessary records are accurate.
  1. To uphold and further the school’s equal opportunities policy and to carry out duties effectively and without discrimination.
  1. Any duties on behalf of Edmonton County School within the London Borough of Enfield.
  1. Any other reasonable duties within the scope of this function and grading as directed by the Headteacher.
  1. To act at all times in accordance with school policies and to provide a professional role model for pupils, parents and other staff.

* Please note: You may be required to minute the Governors’ Discipline Committee meetings for fixed term exclusions which are held mostly in the evenings, for this work you will be paid additional hours or given time off in lieu. These duties are usually shared amongst administrative staff to give us the greatest flexibility.

All schools in Enfield are committed to safeguarding and promoting the welfare of children and young people. Therefore, all employees working at this school are expected to share this commitment.

September 2009