We are looking for a Personal Assistant and Office Manager. This is an exciting opportunity to join GLT / Henley Bank High School and become an integral member of the Support team.At Henley Bank High School, our aspiration is for all our staff and students to leave our school with practical wisdom gained through the teaching of intellectual, moral, civic and performance virtues. We are a successful secondary school based in Brockworth, extremely close to junction 11a of the M5. The school has consistently been achieving excellent academic results over the past few years with the GCSE results of 2023 being in the top 1% of results in the country, as well as the highest results for any non-selective school in Gloucestershire. We opened our Sixth Form in September 2024 and are really excited to see what the next stage in the school’s journey will be. A crucial element of the school’s vision is ensuing that we are preparing our young people for the world of tomorrow. This role plays an essential part in achieving this.To get a feel of life at Greenshaw Learning Trust, please download our ‘Why you should work for GLT’ recruitment brochure on our job’s portal.Main responsibilities – Personal Assistant: Ensure that the Headteacher diary is properly and accurately maintained making appointments and arranging meetings. Servicing all these meetings as appropriateEnsure that the Headteacher is organised with all relevant information for meetings and eventsManage and co-ordinate the emails of the HeadteacherMaintain confidential secretarial cover for the Headteacher and Senior Leadership Team (SLT) including the servicing of SLT, and other agreed meetings. Composing confidential reports, letters and memorandaReceive and entertain visitors to the HeadteacherEnsure the provision of hospitality on behalf of the Headteacher and Senior Leadership Team in respect of visitors and meetingsAnswer the telephone, screen calls, deal with queries, take oral and written messages. Where appropriate, provide the caller with the information requested or refer to an alternative sourceOversee the receipt of all internal and external mail for the Headteacher and redistribute it as appropriate or directedOrganise suitable filing systems ensuring sensitive information is collatedEnsure the preparation and provision of papers required for meetings attended by the Headteacher and, when necessary, attend such meetings and take minutesMaintain the records system relating to confidential papers, correspondence, agendas and minutesSupporting the Headteacher with local personnel contract mattersCo-ordinate the School calendar and ensure it is accurately maintainedEnsure that the Headteacher diary is properly and accurately maintained making appointments and arranging meetingsMaintain confidential secretarial cover for the Headteacher including, collating confidential reports, letters and memorandaMaintain documentation pertaining to the School Development Plan (liaise with Headteacher, SLT, Heads of Department/Learning Areas/Departments and Trustees)Ensure the Headteacher responds to and addresses any complaints or concerns about the schoolProduce the School Newsletter, organise the school prospectus and other marketing material and the distribution of theseEnsure the school website is maintained. Collect and co-ordinate information for the website and update as necessary working with the school IT TechnicianEnsure social media is kept up to date and maintained with relevant content alongside the school IT Technician Main responsibilities – Office Manager:
Line Manage the Reception / Administration Team to ensure a first-class service is provided from the front of houseLine Manage, oversee and support the day-today management of the First Aid provision with support from the Designated First Aid LeadLine Manage and support the Admissions Officer to ensure the operational delivery of an efficient and effective admissions function for the schoolEnsure structures and processes are in place for all tasksDevelop individuals to ensure CPD opportunities are availableSupport the day-to-day management of the school by the provision of a comprehensive, confidential and personal secretarial and/or administrative service through the application of discretion and a high level of initiativeShare in general distribution of mail as and when requiredAs required, answer telephone, deal with queries and take oral or written messages and determining what may be pursued on own initiative and what may need referral to relevant personnelSupporting central administration and organisation by undertaking delegated tasks from other members of SLT as requiredMaintenance of confidential records and associated filingParticipation in the provision of hospitality on behalf of the school in generalProviding cover for colleagues within the Administration team during breaks, staff absence or peak workloads as requiredCo-ordinate the Performance Management process for support and teaching staff to ensure meetings and paperwork completed within the Appraisal cycle timescalesCo-ordinate staff training needs following the Appraisal cycle for all staff and maintain the staff training record to include all training on a regular basis Main responsibilities – Systems Information Liaison:To be the main communication channel between the headteacher and the Shared ServicesTo coordinate actions from all shared service line management including Catering, ICT, HR, Finance, Estates and SiteLiaise with the Senior Leadership, Shared Services staff, parents and the wider community, dealing with immediate issues, as appropriateTo be keep abreast of any long-term projects for the schoolAs a S&I Liaison, you will be part of a network with other colleagues in GLT schools who will potentially have similar roles to your ownYou will be supported by the Systems & Integration Team and anyone new to the network can be assigned a 'buddy' as well so you can ask for help and advice whenever it is required You will need:Strong academic record, including English and Maths GCSE at Grade 4 or above or equivalent (Previously grade C or above)NVQ Level 3 Business and Administration or equivalent, and appropriate relevant experience of Administration /PAExperience user of Office Suite applications i.e Excel Word and Google DocsExperience of diary management and correspondence managementPrevious administrative / PA experiencePrevious experience of managing a staff teamPrevious experience of conducting Line Management/ Personal Management Review DevelopmentDemonstrating strong organisational skillsAbility to maintain confidentiality at all timesAbility to be flexible and supportive to colleaguesEnthusiastic and willing to learn new skillsAbility to work within the School policies and procedures with an awareness of equal opportunitiesBe able to form positive relationships with students and maintain a firm and friendly approach to supporting students within the schoolAbility to work effectively in a team and as an individualDisplay a conscientious and logical approach to the variety of tasks necessary for the smooth running of the SchoolGood verbal and written communication skillsAbility to organise work, prioritise tasks and manage time effectivelyAbility to produce accurate minutes of meetingsAbility to deliver a customer focused service with a positive and supportive approachResilience, tact and diplomacy, even when under pressureBe personable and set a good example to colleagues and studentsEfficient, accurate and excellent attention to detailAbility to work under pressure and to strict timelinesExcellent organisational and administrative skillsHigh standard of literacy and numeracy