ST. JOHN’S C. E. PRIMARY SCHOOL

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JOB TITLE: PA to Headteacher and Leadership Team

REPORTS TO: School Business Manager

GRADE: KS5

HOURS: 37 hours per week, 39 weeks per year

1.  PURPOSE OF THE JOB:

To provide a high standard of administrative/ secretarial support to the Headteacher and Leadership Team with the minimum of supervision.

2. PRINCIPAL ACCOUNTABILITIES:

a)  To uphold all school policies and maintain confidence at all times.

b)  Support the Headteacher and Leadership Team in time management by arranging and minuting meetings, appointments and maintaining the school electronic diary.

c)  Monitor correspondence and ensure that matters are dealt with appropriately and promptly by preparing letters, memoranda and other documents, and collating or originating material when required. Arrange for the co-ordination and dissemination of paperwork, including that prepared by staff for the Headteacher’s/ Leadership Team’s signature.

d)  Administer and review correspondence, telephone and e-mail enquiries on behalf of the Headteacher/ Leadership Team. Acton own initiative to deal with or redirect enquiries to the appropriate person, within set parameters and according to the nature, sensitivity and urgency of the query.

e)  Ensure that all relevant paper/electronic files are kept up-to-date in compliance with Safeguarding and Data Protection requirements. Ensure that files are easily accessible and maintain the systems so that information can be retrieved quickly. Record and maintain information by using word processing spreadsheets and/or databases, including use of the Internet.

f)  Oversee the organisation and arrangements for parent consultations including parent sign up and pupil involvement.

g)  Assist in the organisation and preparation of meetings, school based training and events, where required within the role undertaken. Book venues, arrange catering and collate requirements, prepare all associated documents and have the ability to take minutes of meetings.

h)  To work in liaison with the other staff to ensure that a flexible approach is taken to the work of the team, including providing cover when necessary.

i)  To carry out any other duties as directed by the Headteacher.

3. Person Specification

Minimum

Qualifications

/ Secretarial/business NVQ qualification
Good standard of education to ‘A’ level equivalent
Experience / Previous secretarial experience
Skills and Abilities / Ability to produce accurate documents, and to disseminate correspondence
Ability to introduce and maintain filing systems
Ability to assist in organising events
Ability to act as an effective team member
Ability to work on own initiative and prioritise personal workload
Confidence in dealing with senior staff, parents and external agencies
Good written and verbal communication
Good working knowledge of Microsoft Office, including Word, PowerPoint, Outlook and Excel.
Accurate typing skills
Ability to record accurate minutes at meetings
Ability to work sensitively and maintain confidentiality
Knowledge / Data Protection and Freedom of Information
Knowledge of office procedures
Knowledge of the education system is desirable

This job description is provided to assist the post holder to know their principal duties. It may be amended from time-to-time in consultation with you without change to the level of responsibility appropriate to the grading of the post

Signed (Job Holder)______Date ______

Signed (Line Manager)______Date ______