What skills and experience we're looking for
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.
Greenshaw Learning Trust is a highly successful multi academy trust that provides excellent quality, comprehensive, non-selective and inclusive education through primary schools and secondary schools. Our schools are based in London, Surrey, Berkshire, Gloucestershire and South Gloucestershire, Bristol and Plymouth. We also have three shared service hubs with remote / hybrid working opportunities where appropriate. We are building a family of like-minded schools, that collaborate to provide mutual support, share their good practice and learn from each other, whilst retaining and developing their own distinctive character. We thrive from collaboration at every level. We encourage a culture of sharing ideas and learning from one another. As a Trust of schools, we are ‘Always Learning’.
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 appropriate
• Ensure that the Headteacher is organised with all relevant information for meetings and events
• Manage and co-ordinate the emails of the Headteacher
• 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
• Receive and entertain visitors to the Headteacher
• Ensure the provision of hospitality on behalf of the Headteacher and Senior Leadership Team in respect of visitors and meetings
• Answer 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 source
• Oversee the receipt of all internal and external mail for the Headteacher and redistribute it as appropriate or directed
• Organise suitable filing systems ensuring sensitive information is collated
• Ensure the preparation and provision of papers required for meetings attended by the Headteacher and, when necessary, attend such meetings and take minutes
• Maintain the records system relating to confidential papers, correspondence, agendas and minutes
• Supporting the Headteacher with local personnel contract matters
• Co-ordinate the School calendar and ensure it is accurately maintained
• Ensure that the Headteacher diary is properly and accurately maintained making appointments and arranging meetings
• Maintain confidential secretarial cover for the Headteacher including, collating confidential reports, letters and memoranda
• Maintain 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 school
• Produce the School Newsletter, organise the school prospectus and other marketing material and the distribution of these
• Ensure the school website is maintained. Collect and co-ordinate information for the website and update as necessary working with the school IT Technician
• Ensure 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 house
• Line Manage, oversee and support the day-today management of the First Aid provision with support from the Designated First Aid Lead
• Line Manage and support the Admissions Officer to ensure the operational delivery of an efficient and effective admissions function for the school
• Ensure structures and processes are in place for all tasks
• Develop individuals to ensure CPD opportunities are available
• Support 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 initiative
• Share in general distribution of mail as and when required
• As 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 personnel
• Supporting central administration and organisation by undertaking delegated tasks from other members of SLT as required
• Maintenance of confidential records and associated filing
• Participation in the provision of hospitality on behalf of the school in general
• Providing cover for colleagues within the Administration team during breaks, staff absence or peak workloads as required
• Co-ordinate the Performance Management process for support and teaching staff to ensure meetings and paperwork completed within the Appraisal cycle timescales
• 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
Main responsibilities – Systems Information Liaison:
• To be the main communication channel between the headteacher and the Shared
• Services
• To coordinate actions from all shared service line management including Catering, ICT, HR, Finance, Estates and Site
• Liaise with the Senior Leadership, Shared Services staff, parents and the wider community, dealing with immediate issues, as appropriate
• To be keep abreast of any long-term projects for the school
• As 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 own
• You 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 /PA
• Experience user of Office Suite applications i.e Excel Word and Google Docs
• Experience of diary management and correspondence management
• Previous administrative / PA experience
• Previous experience of managing a staff team
• Previous experience of conducting Line Management/ Personal Management Review Development
• Demonstrating strong organisational skills
• Ability to maintain confidentiality at all times
• Ability to be flexible and supportive to colleagues
• Enthusiastic and willing to learn new skills
• Ability to work within the School policies and procedures with an awareness of equal opportunities
• Be able to form positive relationships with students and maintain a firm and friendly approach to supporting students within the school
• Ability to work effectively in a team and as an individual
• Display a conscientious and logical approach to the variety of tasks necessary for the smooth running of the School
• Good verbal and written communication skills
• Ability to organise work, prioritise tasks and manage time effectively
• Ability to produce accurate minutes of meetings
• Ability to deliver a customer focused service with a positive and supportive approach
• Resilience, tact and diplomacy, even when under pressure
• Be personable and set a good example to colleagues and students
• Efficient, accurate and excellent attention to detail
• Ability to work under pressure and to strict timelines
• Excellent organisational and administrative skills
• High standard of literacy and numeracy
What the school offers its staff
What’s in it for you:
• Professional development and career progression
• Generous pension scheme
• An Employee Assistance Programme
• Gym Discounts
• Free eye tests
• Cycle to work scheme
• Green car scheme
• Access to Blue Light Card Scheme
• Access to Teacher Art Pass Scheme (teachers only)
• Being part of a great team and expanding organisation
Commitment to safeguarding
Greenshaw Learning Trust is committed to safeguarding and promoting the welfare of children and young people therefore this appointment will be subject to vetting, including an enhanced DBS disclosure.