37 hours per week, 40 weeks per year [38 weeks term-time plus 10 days including 5 days in August over the Examination Results Period

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1 Heston Community School Post Title Executive PA to the Headteacher Job Description Post No EPAHT.SO1/13 Hours 37 hours per week, 40 weeks per year [38 weeks term-time plus 10 days including 5 days in August over the Examination Results Period 08:30 to 16:30 [30 minutes lunch]: Monday to Thursday 08:30 to 16:00 [30 minutes lunch]: Friday Salary Support Staff Pay Grade PO1, Point Range: 33 to 36 Purpose To ensure: Effective levels of professional administrative support for the Headteacher and the Strategy and Leadership Team All queries to the Headteacher from staff, students, parents/carers, governors and external agencies are dealt with on a day-to-day basis. All business and events are managed as they happen. Line Manager/Reports to Headteacher Performance Manager Headteacher Accountability Quality administrative support to ensure the smooth and successful support of the Headteacher Making a positive contribution to supporting the School in achieving its stated goals. Liaison Strategy and Leadership Team [SALT] members Teaching and Support Staff Governors Students Parents/Carers External agencies, eg Consultants, LA representatives and Ofsted Disclosure Level Enhanced

2 MAIN DUTIES AND CORE ACCOUNTABILITIES General To ensure a high standard of administrative and management support for the Headteacher, in order to assist in the smooth running of all his/her activities, working under their supervision but expected to exercise considerable initiative in performing delegated duties, seeking the necessary advice, where appropriate. To make appointments and plan the Headteacher s Diary. To deal with Parent/Carer and other external stakeholder queries especially in the absence of the Headteacher and decide how to screen telephone calls, enquiries and requests and handle them or delegate to others as appropriate, using discretion in providing information both within and outside the School. To deal with s, correspondence and writing letters and taking dictation and minutes. To produce accurate and high quality School Publications, Policy Documents, Briefing Papers, Reports, Presentations etc, as required [eg the Weekly Bulletin to all staff, Staff Handbook and the whole School Academic Calendar]. To welcome and look after external visitors on behalf of the Headteacher and ensure refreshments are available. To liaise with the Clerk to the Governing Body regarding Governing Body business, including arrangements for meetings and refreshments. To produce agenda for whole staff, Middle Leaders Meeting, NEXUS, SALT and other meetings as required by the Headteacher. Specific To provide confidential clerical and administrative support to the Headteacher. To liaise with the School Business Manager and the Officer Manager to set up efficient and effective Office Management systems and procedures. To support the School Business Manager and the Office Manager with the supervision of administrative staff to ensure excellent, consistent administrative support is delivered by the School. To supervise the production of correspondence,

3 reports and newsletters and, where appropriate, confidential correspondence and reports, ensuring consistency in format. To ensure all telephone and personal enquiries are dealt with efficiently and effectively in a way which promotes a positive image of the School. To prioritise such telephone calls to the Headteacher, providing assistance where possible, referring more complex enquiries to the relevant SALT member or other member of staff, ensuring action is taken and reporting results to the Headteacher. To establish a business-like office environment and promote good relationships between SALT members, Teaching and Support Staff, Governors, students, parents/carers, all other stakeholders and visitors. To supervise the arrangements for all relevant meetings as requested, including room booking, preparation of materials and minute taking, in order to ensure their timeliness and smooth running. To provide administrative support to the Headteacher for complex and confidential matters as and when required. To proactively manage the diary arrangements for the Headteacher, Deputy Headteachers and Assistant Headteachers, as required, keeping full control of appointments and diary bookings, identifying and resolving any potential conflicts and taking account of travel time. To arrange and coordinate travel and accommodation, managing the itinerary in conjunction with the diary and reviewing forthcoming commitments to ensure the most effective use of time for the Headteacher. To alert the Headteacher well in advance of approaching issues and/or events. To act as the quality control in respect of all letters and documents produced by or for the Headteacher To prepare routine correspondence using own initiative and the less routine from rough drafts. To be responsible for maintaining and enhancing efficient filing and documentation retrieval systems for the Headteacher and SALT members To review the Headteacher s and ensure that appropriate items are passed on.

4 To review, on a weekly basis, the DfE and Ofsted websites in order to ensure that hard copies of appropriate documents are provided for the Headteacher s information. To review, on a weekly basis, the Local Authority s website [HVEC] in order to ensure that hard copies of appropriate documents are provided for the Headteacher s information. To act as a central point of contact for projects which may be delegated by the Headteacher and to lead and participate in school projects using own initiative and keeping to agreed project deadlines. To attend appropriate meetings with the Headteacher in order to facilitate note taking and record keeping. To oversee meetings, ensure the relevant papers and documentation are compiled or received in advance to enable the Headteacher time to prepare. To remind the Headteacher of appropriate appointments, meetings and deadlines for completion of work. To host all visitors to the Headteacher and ensure that appropriate arrangements have been made for meeting and greeting and that refreshments are available, as agreed with the Headteacher. To ensure that filing is done on a regular basis so that documents can be easily accessed. To establish constructive relationships and to communicate with other agencies and professionals. In the absence of the HR Manager to coordinate the provision of personnel services for all staff, liaising with the School Business Manager and Headteacher to maintain confidential staff files [eg personal information, including salary assessments, sickness, attendance, appraisal and references. Quality Assurance To ensure the effective operation of Quality Control systems in respect of all letters and documents produced by or for the Headteacher To seek and/or implement modification and improvement, where required. Management Information To have oversight of all administrative aspects of confidential records.

5 To maintain efficient systems of filing, photocopying and distribution of documentation initiated, responded to and/or received by the Headteacher. Communication To ensure effective communication and consultation, as appropriate, with SALT, staff, students, parents/carers, governors and outside agencies. Marketing and Community Liaison To contribute to the School s liaison and marketing strategies, eg the collection of material for press releases. Broader Responsibilities To work collaboratively as a member of the School Office Team. To assist the Office Manager in support of School wide activities, eg the production of publications and dealing with queries and requests under the Freedom of Information Act. To play a full and active part in the life of the School Community. To contribute to the planning, development and monitoring of Support Services and management of Support Staff, including the line management of up to 5 Support staff and the coordination and delegation of relevant activities. To be a member of the Nexus Group. To take ownership of various projects to meet the needs of the School in order to achieve project goals and assist the effectiveness of whole School administration. To organise and publicise all school events in the community and other schools, as appropriate. To liaise with the School s Marketing and Publicity Manager regarding the promoting of the School s events, successes etc. To arrange all visits and tours of the School. To follow up on communication with parents/carers, following visits, Open Days and Evenings, exhibitions. To support the safeguarding of students and staff. To support the School s distinctive mission and ethos. To lead by example and from the front. To encourage and ensure staff and students follow

6 the example set and to challenge constructively when the standards set are not met. To promote actively the School s corporate identity and policies. To continue to be a lifelong learner and encourage others to be the same. To participate actively in the School s Appraisal process To comply with the School s Dress Code, Health and Safety Policy and to undertake Risk Assessments, as appropriate. Whilst every effort has been made to explain the main duties and accountabilities of the post, each individual task undertaken may not be identified. Employees will be expected to comply with any reasonable request from the Headteacher to undertake work of a similar level that is not specified in this Job Description. Employees are expected to be courteous to colleagues and provide a welcoming environment for other professionals, students, parents, visitors and those making contact by telephone. The School will endeavour to make any necessary reasonable adjustments to the Job and the working environment to enable access to employment opportunities for disabled job applicants or continued employment of any employee who develops a disabling condition. This Job Description is current at the date shown but following consultation with you, may be changed by the Headteacher to reflect or anticipate changes in the Job which are commensurate with the salary and Job Title. Date: April 2013 WRD/arc/EPAtoHTSO1.PS.Apr13

7 HESTON COMMUNITY SCHOOL PERSON SPECIFICATION Post Title: Executive PA to the Headteacher Grade: Qualifications Degree Level [or equivalent] OR appropriate extensive experience equivalent Professional Skills At least 3 years high level PA experience At least 3 years high level PA experience within a school or educational setting Ability to think strategically and contribute to the School Development Plan High level decision making skills Ability to formulate ideas and solutions and to present them clearly Excellent IT Skills in particular, Microsoft Word, Excel, PowerPoint and Databases as well as their Apple equivalents Excellent written and verbal communication skills Excellent research skills Excellent organisational skills and experience of using, maintaining and developing administrative systems Ability to manage, lead, organise, deploy and motivate individuals and teams in order to manage a variety of competing priorities and deadlines To be able to think creatively and to anticipate and solve problems To understand the need for confidentiality and data protection Ability to establish effective relationships at all levels, dealing sensitively with people in order to minimise conflict Ability to manage and resolve conflict Ability to manage one s own time effectively Essential Desirable

8 Professional Skills Ability to enlist outside expertise and resources to enhance effectiveness Understanding of safeguarding Heston Skills Vision aligned with Heston Community School High expectations of self and others Work under pressure, maintaining a sense of perspective and humour Commitment, honesty and integrity Patience Passion, dedication, resilience and optimism An open mind and the ability to change and adapt Able to meet deadlines A belief in the unlimited potential of every student and a commitment to inclusive educational provision The ability to see the bigger picture and understand whole school, local and national needs and priorities A passion for lifelong learning Essential Desirable The successful candidate must pass the required health and CRB checks. WRD/pw/PAtoHTSO1.PS.Apr13

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