Full Time 35 Hours Per Week

JOB DESCRIPTION

Job Title:

PA to Principal / Clerk to Governors

Hours of Work:

Full Time – 35 hours per week.

Department:

Everton Free School Community Trust

Contract:

Permanent

Location:

Everton Free School Community Trust – Locations in Liverpool

Responsible for:

Receptionist

Responsible to:

/ Chief Finance and Reporting Officer.

Role Summary

Everton Free School provides a high quality alternative educational environment for vulnerable young people aged 14-16, and opportunities for all students’ post 16 in Everton Sixth Form College. The School is supported by and takes inspiration from the award winning Everton in the Community charity which delivers innovative programmes to promote health, education, social inclusion and equality of opportunity across Merseyside through the power of sport. Everton Free School offers many other specialist routes for young people including Arts, Culture and Digital Media pathways. Students are referred to the School by other schools, academies and local authorities.
This post is to provide secretarial and administrative support to the Principal and Deputy Principal and to undertake all duties in support of the role as Clerk to Governors.

Key Responsibilities

Purpose:

By carrying out the effective role of PA to the Principal, the post holder will support the Chief Finance and Reporting Officer in the management of the office team and take direct line management responsibility for the Receptionist, ensuring that Reception is manned professionally during core hours of 8am – 4pm.
To provide day to day support and assistance to the Chief Finance and Reporting Officer and Vice Principal as required, in support of the Principal’s overall vision for the running of the school.
To establish a business-like office environment and promote good relationships between all teaching staff, support staff, Governors, students, parents / carers and all other stakeholders and visitors.
To ensure a high standard of administrative and management support for the Principal, to assist in the smooth running of all his activities, working with direction but expected to exercise considerable initiative in performing delegated duties, seeking the necessary advice, where appropriate.
To proactively manage the diary arrangements for the Principal, keeping full control of appointments and diary bookings, identifying and resolving any potential conflicts and taking account of travel time.
To supervise the arrangements for all relevant meetings as requested, including room booking, preparation of materials and minute taking, to ensure their timeliness and smooth running.
To provide administrative support for the Principal for complex and confidential matters as and when required.
To deal with parent / carer and other external stakeholder queries, on behalf of the Principal as appropriate, using discretion in providing information both within and outside the school.
To screen all calls to the Principal, providing assistance where possible, referring more complex enquiries to relevant member of staff, ensuring action is taken and reporting results to the Principal.
To deal with emails, correspondence and writing letters and taking dictation and minutes as required.
To produce accurate and high quality school publications, policy documents, briefing papers, reports, presentations etc as required.
To welcome and look after external visitors on behalf of the Principal and ensure refreshments are available for all meetings.
To organise all meetings, presentations, events, training, travel etc. for the Principal including presentation materials, agendas, minutes, etc.
To arrange photocopying and collation and distribution of all documents in the required timescale.
To manage stock levels within the school for stationery, ensuring that classrooms and offices are stocked appropriately at all times. This will include first aid provision.
To alert the Principal or Deputy Principal well in advance of approaching issues and / or events where possible.
To act as “quality control” in respect of all letters and documents produced by or on behalf of the Principal.
To prepare routine correspondence using own initiative and the less routine from rough drafts.
To be responsible for maintaining and enhancing efficient filing systems for the Principal.
To review on a weekly basis the DfE and Ofsted websites to ensure that hard copies of appropriate documents are provided for the Principal’s information.
To act as a central point of contact for projects which may be delegated by the Principal and to lead and participate in school projects using own initiative and keeping to agreed project deadlines.
To remind Principal of appropriate appointments, meetings and deadlines for completion of work.
To host all visitors to the Principal and ensure that appropriate arrangements have been made for meeting and greeting and that refreshments are available, as agreed with the Principal.
Undertake research on behalf of the Principal or Deputy Principal and supply information as required.
To establish constructive relationships and to communicate with other agencies and professionals as required.

As Clerk to Governors:

To provide support to the Governing Body in the performance of its statutory duties.
By agreement with the Chair of Governors convene all meetings of the Governing Body ensuring that meetings are in accordance with the requirements set out in the School Governance Regulations.
Undertake all administration associated with meetings and ensuring that agendas and minutes are distributed in accordance with the established timescales.
Minute all meetings (Committee meetings and Full Governors) ensuring they accurately reflect the decisions taken. Minutes to be produced within 48 hours of the meeting.
Assist the Chair of Governors and Principal with the maintenance and monitoring of actions arising from meetings and ensure that any actions identified are taken in accordance with the wishes of the Governing Body.
Be familiar with legislation governing the responsibilities and conduct of Governing Body and provide advice on constitutional matters, procedures and recommended good practice. This will include advice to Chair of Governors, Governors and Principal on the formulation and review of terms of reference and ensuring that their function is within the agreed delegated levels of authority.
Keep up to date with developments and legislation affecting all areas of governance and be able to supply advice that is consistent, reliable and authoritative on a range of routine and complex issues.
Undertake research on behalf of the Governing Body and supply information.
Type all correspondence, agendas, minutes, reports etc. for the Chair of Governors and Governing Body in accordance with agreed standards.
Organise and maintain all records associated with the Governing Body to ensure that information is easily accessible, accurate and up to date.
Compile reports, including Governing Body annual report and circulate within agreed timescales.
To undertake any other duties or one off tasks at the reasonable request of the Principal, Deputy Principal or Chief Finance & Reporting Officer.
To exercise a commitment to the School mission statement and stated ethos, including equal opportunities policy and health and safety policies.
To attend departmental meetings and Inset as required.
To participate in appropriate staff meetings, training sessions and professional development necessary as identified or performance management reviews.

General Responsibilities:

To work such hours as may reasonably be required for the proper fulfilment of duties, including some evenings during open days and whole school events.

To undergo any training required to perform duties effectively.

PERSON SPECIFICATION

Skills & Abilities
Essential / Desirable

Excellent command of the English language, both written and verbal
Previous experience of working as a PA to a Principal (or equivalent) – minimum 2 years’ experience.
To be able to work proactively and under pressure to meet deadlines
To be diplomatic yet firm when the occasion demands
Minute taker – verbatim and summative (either direct to laptop or shorthand)
Excellent IT skills – Microsoft Word, Excel, PowerPoint and Databases
Excellent communication skills and ability to build effective professional relationships with colleagues and external clients.
Excellent organisational skills and experience of using, maintaining and developing administrative systems.
Ability to manage, lead, organise, deploy and motivate individuals and teams to manage a variety of competing priorities and deadlines.
To be able to think creatively and to anticipate and solve problems.
To understand the need for confidentiality and data protection.
Ability to plan ahead on a daily / weekly / monthly basis and prioritise at all times.

To have worked with a board of Governors, Trustees or equivalent
Understanding of safeguarding policies and practices.

Formal qualification in typing / word processing / shorthand.
Personal Attributes
Essential / Desirable

Positive support for the implementation of school policies and procedures.
Demonstrable commitment to equality of opportunity and inclusive education.
A commitment to the vision, values, aims and objectives of Everton Free School’s programme.
Has respect and empathy for children and young people.
Smart and professional appearance (corporate dress code).
To be a team player, forward thinking, enthusiastic and innovative.
To establish effective relationships at all levels, dealing sensitively with people to minimise conflict.

Evidence of continuous professional / personal development.

Qualification
Essential / Desirable

Minimum of 5 GCSEs (including English & Maths)

GENERAL RESPONSIBILITIES

Employee Relations

To make suggestions to improve the working situation and contribute to positive employee relations within their area of work and Everton Free School as a whole.
Health & Safety
To take reasonable care for the health and safety of yourself and other employees, students and members of the public who may be affected by your acts or omissions at work.
To comply with all aspects of Everton Free School Health and Safety Policy and Arrangements, to enable the School to perform its civil and statutory obligations in relation to Health & Safety.

Customer Service

Identify and meet the needs of colleagues, students and stakeholders, focusing on initiating and welcoming contact and communication whilst striving to deliver first class customer service. Recognise potential complaint situations and make effective steps to avoid and/or resolve these situations.

Self-development

To take responsibility for your own development and to help realise your own potential by undertaking any necessary internal or external training sessions in accordance with Everton Free School Performance Management and Strategic Development Plan Review.
Team Work
Ensure effective communication within your work team and across Everton Free School whilst actively offering support and guidance as necessary.

Equal Opportunities and Harassment

To cooperate with measures introduced to ensure there is equality of opportunity in employment. To ensure understanding, awareness and compliance with Everton Free School Equal Opportunities Policies.
To ensure that the working environment is free of sexual and racial harassment and intimidation and any other form of harassment constituting unacceptable behaviour which is personally offensive.

This document is a guide only and should not be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in the light of changing needs of the organisation without incurring a change in the grading of the post.

All employees may be required to undertake any other duties as may be reasonably requested.