JOB DESCRIPTION

PA to the Principalship / Clerkto the Local Governing Body

Full Time, Whole Year, Permanent

SALARY:£23,851 - £26,330 per annum (Pt 30 – Pt 33 Support Staff Salary Spine)

LOCATION:City of Stoke on Trent Sixth Form College

REPORTS TO:Principal

This job description is not a comprehensive definition of the post. Discussions will take place on a regular basis to clarify individual responsibilities within the general framework and character of the post as defined below.

POST OBJECTIVE

The Post-holder will provide professional, responsive and confidential PA support to the Principal, Clerk to the Trust and other key members of the College Senior Team, referred to throughout this document as the ‘Senior Team’.

The Post-holder will work in an environment of constant change where a significant level of independent decision-making, judgement, sensitivity and discretion is required.

In addition the Postholder will undertake the role of Clerk to the Local Governing Body which will include preparation for and attendance at at least fourevening meetings per annum.

GENERAL DUTIES AND RESPONSIBILITIES

  • To participate in College processes as required.
  • To comply with the Colleges policies and codes of practice in relation to Health and Safety, Equality and Diversity and Quality Assurance.
  • To work flexibly in the interests of the College as required.
  • To participate in the College Performance Management Scheme and undertake staff development activities as appropriate.
  • To be responsible for promoting and safeguarding the welfare of children, young people and vulnerable adults you are responsible for, or come into contact with, and outside of this, to exercise vigilance at all times.
  • To be a nominated first aider and undertake relevant training as necessary.

POST SPECIFIC DUTIES AND RESPONSIBILITIES

  • To provide comprehensive PA Support to the Principal and Senior Team, proactively managing diary arrangements andresolving conflicts, screening and responding to complaints, enquiries and other complex, confidential, sensitive issues, managing confidential correspondence, and using initiative to make independent decisions to solve day to day problems, and provide responses on behalf of the Principal and Senior Team.
  • To oversee the organisation and management of internal and external meetings, including room bookings, minute taking and ensuringthat relevant papers and documentation are compiled or received in advance.
  • To follow up, monitor the progress of, and report on actions against agreed deadlines on behalf of the Principal and Senior Team;
  • To draft correspondence, briefing’s and reports as required on behalf of the Principal and Senior Team members;
  • To produce a range of documents to a high standard of presentation and accuracy and proof reading of these documents.
  • To host all visitors to the Principalship and ensure that appropriate arrangements have been made for meeting and greeting, including arrangement of refreshments as necessary.
  • To liaise with and support the Clerk to the Trust as required to prepare for Trust meetings, for example, chasing, collating and distributing agenda papers within agreed timelines.
  • To ensure effective cross college communication to staff and provide administrative support in the preparation and delivery of cross college events as required, for example maintaining the College calendar, supporting Prize Evenings and ensuring key stakeholders are aware of forthcoming events.
  • To maintain efficient systems in filing, photocopying and distribution of documentation initiated, responded to and/or received by the Principal.
  • To be the point of contact for Freedom of Information requests to the College and co-ordinate responses.
  • To organise student disciplinary meetings and maintain effective records in relation to student disciplinary, complaints and concerns.
  • To maintain and update the College Central Policy Register, liaising with policy owners to ensure all policies and procedures are up to date and reviewed in a timely manner.
  • Assist in supporting the Ofsted Lead team during inspection.
  • To act as line manager in co-ordinating and supervising the work of the Curriculum Administrator.

CLERKING DUTIES AND RESPONSIBILITIES

  • Work with the Principal to prepare a focussed agenda for Local Governing Body meetings.
  • To liaise with the Governing Body in arranging meetings as required including all related administrative tasks.
  • To liaise with those preparing papers to ensure they are available on time and collate and distribute agenda papers within agreed timelines.
  • To attend and take minutes indicating who is responsible for any agreed action with timescales.
  • Follow up any agreed action points with those responsible.
  • To take responsibility for facilitating and supporting the Clerk to the Trust in all aspects of College and Trust Governance as required.

PERSON SPECIFICATION

CRITERIA / ESSENTIAL / DESIRABLE / ASSESSED BY
(Application, Task, Interview)
Qualifications
Qualified to Level 3 or equivalent /  / Application
Administrative qualification or relevant experience and ability to produce concise and accurate minutes /  / Application
Experience and Knowledge
Experience of working in a dynamic and challenging administrative environment as a PA/Office Manager/Senior Administrator or equivalent. /  / Application
High levels of literacy, numeracy, and ICT skills including advance knowledge of Microsoft packages. /  / Interview, Task
Ability to seek and accept guidance and engage with appropriate lines of reporting /  / Interview
The ability to work on own initiative and as part of a team /  / Interview
Flexibility and ability to adapt to changing work priorities and daily requirements /  / Interview
Experience of building and managing relationships with a range of internal and external stakeholders at varying levels of seniority /  / Application, Interview
Experience of servicing and organising meetings, including agenda setting and production of timely and accurate minutes /  / Application, Interview, Task
Experienced in dealing with confidential and sensitive information with tact and discretion. /  / Application, Interview, Task
Skills, Personal Qualities and Special Attributes
Excellent organisational and prioritisation skills /  / Interview, Task
A keen eye for accuracy and attention to detail in all aspects of work /  / Application, Task
Ability to observe and maintain high levels of confidentiality /  / Interview
Ability to work calmly and professionally under pressure, within a constantly changing environment, without compromising quality and standards. /  / Interview, Task
Commitment to on-going professional learning and development and engagement in up skilling in undertaking qualifications as required /  / Application, Interview,
Excellent interpersonal and communication skills both in written and verbal forms /  / Application, Interview, Task
Ability to retrieve information timely and accurately /  / Application, Interview, Task
Flexible approach to work and working hours, ensuring availability for late afternoon and evening meetings. /  / Application, Interview
Commitment to professionalism, /  / Application, Interview
Must accept and actively support the College’s values including equality and diversity /  / Interview
Ability to effectively multi-task, work to tight deadlines and prioritise workload in a busy environment, paying attention to detail /  / Interview, Task
A positive and friendly approach to young people and ability to relate well to staff, students, visitors /  / Interview

The post often requires attendance at late afternoon and evening meetings and therefore the Post-holder must have a flexible approach and be able to adapt to the changing needs of the College.

The College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All employees are subject to an enhanced DBS (CRB) Disclosure prior to taking up an appointment with the College.