An opportunity has arisen for an experienced PA to provide high level support to the school’s Headmistress.
My client is looking for a focused, enthusiastic individual who will have excellent organisational, time management, written and verbal communication skills. Staff who join will enjoy a professional and supportive working environment.
The PA to the Headmistress will provide comprehensive and proactive secretarial and administrative support to the Headmistress.
The post holder will manage a range of logistical challenges and be able to prioritise their workload, whilst handling sensitive information with discretion. Having a wealth of knowledge about the school; the PA to the Headmistress will both understand and live out the ethos and goals of the school.
The normal hours of work will be from 8am to 5pm, Monday to Friday inclusive with a 45 minute unpaid lunch break each day and at such further times and for such periods as are necessary for the proper performance of duties.
Duties and Responsibilities The PA to the Headmistress will: • Plan and manage the Headmistress’ diary, appointments and reminder systems in order to make the most effective use of her time and ensure the office runs smoothly. • Proactively deal with all incoming and outgoing correspondence to and from the Headmistress’ office, including drafting letters and emails, ensuring an appropriate and timely response is made to all communications • Receive the Headmistress’ visitors, incoming telephone calls and e-mails as required, responding on behalf of the Head to routine enquires, passing on messages to appropriate members of staff, and ensuring that all callers receive an appropriate response within required time scales; ensuring that confidential and sensitive matters are dealt with in an appropriate manner • Prepare and process documents, reports and presentation materials, using appropriate software packages and ensuring that the quality of work produced is appropriate for its purpose and produced in a timely manner • Plan and organise, internal and external meetings as required by the Headmistress, ensuring that appropriate information, facilities and refreshments are provided, and making travel arrangements if necessary • Maintain records and databases as required by the Headmistress, ensuring that information is up to date, readily accessible, managed in accordance with data protection requirements, and that changes are notified to third parties as required. • Management of the Headmistress’ filing (electronic and hardcopy) • Prepare meeting agendas, take minutes and distribute as required • Take lead responsibility for specified administrative systems as required by the Headmistress, including the design and implementation of procedures to ensure that systems run smoothly and efficiently. • As a member of the administrative team, contribute to the smooth running of the school office, including liaising closely with the Deputy Bursar, the PA to the Deputy Heads and the Administrative Assistant/s • Assist with the organisation of special events and functions as appropriate • Organise travel and accommodation if required for the Headmistress Safeguarding • To comply with safeguarding policies, procedures and the School’s code of conduct • To demonstrate a personal commitment to safeguarding and student/colleague wellbeing Other Duties • Carrying our specific projects and research • Attendance and support at key School events, when required, such as Open Mornings and Graduation • May be required to provide administrative support to the Clerk to the Governors
You will have strong organisational skills, be able to multitask, meet deadlines and plan/prepare ahead. You will be able to write fluently, proofread effectively and draft communications for others
Substantial administrative experience, including diary management is required, along with excellent interpersonal and communication skills, with the ability to relate well to a diverse range of people.
You will need a good standard of general education, have excellent written and spoken English as well as excellent IT skills, and be customer focused with a ‘can do’ approach! Excellent organisational skills with a high level of attention to detail required. Professional and friendly demeanour and can demonstrate and have proven experience of dealing with sensitive situations with integrity, tact and diplomacy. Flexibility, enthusiasm and commitment needed too!Salary: £30000 - £33000 Per Annum