Main Responsibilities:
1. Ensure that the Headteacher diary is properly and accurately maintained, making appointments and arranging meetings, servicing all these meetings as appropriate.
2. Ensure that the Headteacher is organised with all relevant information for meetings and events.
3. Manage and co-ordinate the emails of the Headteacher.
4. Maintain 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 memoranda.
5. Receive and entertain visitors to the Headteacher.
6. Ensure the provision of hospitality on behalf of the Headteacher and Senior Leadership Team in respect of visitors and meetings.
7. Answer the telephone, screen calls, deal with queries, and take oral and written messages. Where appropriate, provide the caller with the information requested or refer to an alternative source.
8. Oversee the receipt of all internal and external mail for the Headteacher and redistribute it as appropriate or directed.
9. Organise suitable filing systems ensuring sensitive information is collated.
10. Ensure the preparation and provision of papers required for meetings attended by the Headteacher and, when necessary, attend such meetings and take minutes.
11. Maintain the records system relating to confidential papers, correspondence, agendas, and minutes.
12. Support the Headteacher with local personnel contract matters.
13. Co-ordinate the School calendar and ensure it is accurately maintained.
14. Maintain documentation pertaining to the School Development Plan (liaise with Headteacher, SLT, Heads of Department/Learning Areas/Departments, and Trustees).
15. Ensure the Headteacher responds to and addresses any complaints or concerns about the school.
16. Produce the School Newsletter, organise the school prospectus and other marketing material and the distribution of these.
17. Ensure the school website is maintained, collect and co-ordinate information for the website, and update as necessary, working with the school IT Technician.
18. Ensure social media is kept up to date and maintained with relevant content alongside the school IT Technician.
19. Line Manage the Reception/Administration Team to ensure a first-class service is provided from the front of house.
20. Line Manage, oversee, and support the day-to-day management of the First Aid provision with support from the Designated First Aid Lead.
21. Line Manage and support the Admissions Officer to ensure the operational delivery of an efficient and effective admissions function for the school.
22. Ensure structures and processes are in place for all tasks.
23. Develop individuals to ensure CPD opportunities are available.
24. Support the day-to-day management of the school by providing a comprehensive, confidential, and personal secretarial and/or administrative service through the application of discretion and a high level of initiative.
25. Share in the general distribution of mail as and when required.
26. As required, answer telephone, deal with queries, and take oral or written messages, determining what may be pursued on own initiative and what may need referral to relevant personnel.
27. Support central administration and organisation by undertaking delegated tasks from other members of SLT as required.
28. Maintain confidential records and associated filing.
29. Participate in the provision of hospitality on behalf of the school in general.
30. Provide cover for colleagues within the Administration team during breaks, staff absence, or peak workloads as required.
31. Co-ordinate the Performance Management process for support and teaching staff to ensure meetings and paperwork are completed within the Appraisal cycle timescales.
32. Co-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.
Systems Information Liaison:
1. Be the main communication channel between the headteacher and the Shared Services.
2. Coordinate actions from all shared service line management including Catering, ICT, HR, Finance, Estates, and Site.
3. Liaise with the Senior Leadership, Shared Services staff, parents, and the wider community, dealing with immediate issues, as appropriate.
4. Keep abreast of any long-term projects for the school.
5. As a S&I Liaison, be part of a network with other colleagues in GLT schools who will potentially have similar roles to your own.
6. Be supported by the Systems & Integration Team; anyone new to the network can be assigned a 'buddy' to ask for help and advice whenever required.
Minimum Requirements:
1. Strong academic record, including English and Maths GCSE at Grade 4 or above or equivalent (Previously grade C or above).
2. NVQ Level 3 Business and Administration or equivalent, and appropriate relevant experience of Administration/PA.
3. Experience as a user of Office Suite applications, i.e., Excel, Word, and Google Docs.
4. Experience of diary management and correspondence management.
5. Previous administrative/PA experience.
6. Previous experience of managing a staff team.
7. Previous experience of conducting Line Management/Personal Management Review Development.
8. Demonstrating strong organisational skills.
9. Ability to maintain confidentiality at all times.
10. Ability to be flexible and supportive to colleagues.
11. Enthusiastic and willing to learn new skills.
12. Ability to work within the School policies and procedures with an awareness of equal opportunities.
13. Ability to form positive relationships with students and maintain a firm and friendly approach to supporting students within the school.
14. Ability to work effectively in a team and as an individual.
15. Display a conscientious and logical approach to the variety of tasks necessary for the smooth running of the School.
16. Good verbal and written communication skills.
17. Ability to organise work, prioritise tasks, and manage time effectively.
18. Ability to produce accurate minutes of meetings.
19. Ability to deliver a customer-focused service with a positive and supportive approach.
20. Resilience, tact, and diplomacy, even when under pressure.
21. Be personable and set a good example to colleagues and students.
22. Efficient, accurate, and excellent attention to detail.
23. Ability to work under pressure and to strict timelines.
24. Excellent organisational and administrative skills.
25. High standard of literacy and numeracy.
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 ensuring that we are preparing our young people for the world of tomorrow. This role plays an essential part in achieving this.
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