This is an essential role at St Mary’s, where our strong sense of community is one of our most cherished values. In this role you will provide an accurate, timely, flexible and confidential service to the Head, supporting a variety of administrative tasks to ensure the smooth running of the Head’s daily activities. We’re looking for someone with excellent communication and interpersonal skills with the ability to interact with people at all levels. You will be regularly communicating with students of all ages, parents, staff, SLT, Governors and visitors.
As the main support to the Head, you’ll need to be organised, efficient and reliable. Strong IT skills are essential, as is a sense of humour. An ability to remain calm under pressure will be greatly appreciated. Given the sensitive nature of the information you'll handle, maintaining complete confidentiality is paramount.
In return, you will quickly become a valued member of a warm, welcoming and supportive community. No two days are the same and there is never a dull moment. This is full-time role throughout the year. There is flexibility to work from home during the school holidays but there may be occasions where you are required to be on-site during the school holidays. We look forward to welcoming someone who is ready to make a positive impact in our school!
Main Duties
* Manage the Head’s day to ensure that sufficient time is allocated to allow them to fulfil all aspects of their role.
* Act as the first point of contact for students, staff, parents, Governors and other stakeholders looking to speak with the Head.
* Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner.
* Liaise on the Head’s behalf with the Heads of other schools as well as teaching and non-teaching staff within the school.
* Filter phone calls and email enquiries, delegating tasks wherever possible to other members of the SLT.
* Assist the Head by providing PR support in the form of greetings cards, invitations to events, support for GSA Activities.
* Ensure the provision of hospitality for visitors and Governors at public events, including flowers and gifts as appropriate.
* Attend key school events such as Sports Day, Open Mornings, Speech Day and Carol Service as required and any other school events where the Head may require support.
* Welcome visitors on behalf of the Head.
* Make travel arrangements as required.
Administration and Diary Management
* Prepare a daily and weekly schedule for the Head at the end of each day for the following day and/or following week.
* Ensure that the Head is in possession of all relevant information in advance of meetings, supported by the necessary files and papers.
* Carry out all admin tasks required by the Head and SLT including but not exclusively preparing letters, papers and reports.
Written Communication
* Ensure that the Head sees and gives approval to all correspondence and printed matter going out of school.
* Prepare responses to routine correspondence for signature.
* Prepare minutes as required.
* Interpret Head’s comments into draft written correspondence to be sent to relevant stakeholders.
* Develop written communication that’s professional and upholds the school’s vision and values.
* Proof-read outgoing communication to ensure it’s of the highest standard.
SLT & Governors
* Attend SLT Meetings and produce and circulate meeting minutes and papers.
* Liaise with School Governors and the Bursar’s PA regarding Governor Meetings.
* Handle all confidential correspondence with discretion.
Event Organising
* Compose and organise the printing of invitations for Speech Day and Carol Service.
* Organise invitations for Governors, current parents, new parents whose daughters are joining SMS in the September as well as new staff, former staff and friends of the school.
* Organise the seating plan.
* Liaise with the Site Team and Catering Team on all arrangements for the day.
* Collate and prepare the Annual report.
Other Responsibilities
* Read and follow the relevant school policies.
* Respond with tact, sensitivity and awareness to pupils and parents in relation to duties undertaken.
* Maintain a high degree of confidentiality with regard to issues concerning members of staff and pupils.
* Contribute to the safety of children and young people and protect them from harm.
* To cover for Registrar when on holiday and assist HR Administrator on occasions as required.
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