Job Description. Headteacher s Personal Assistant/Clerk to Governors/Administrator. Scale 4 (Subject to Evaluation/Single School Status)

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1 Job Description Post: Scale: Responsible to: Accountable to: Hours per week: Weeks per annum: Aim of the post: Headteacher s Personal Assistant/Clerk to Governors/Administrator Scale 4 (Subject to Evaluation/Single School Status) Assistant School Business Manager Headteacher/School Business Manager/Chair of Governors 37 hours (Proportion of working time to be worked during evening meetings - approximately 50 hours for which time off in lieu will be granted at a mutually agreeable time) 39 Weeks To provide secretarial support to the Headteacher and the Governing Body (Clerk to Governors role) This job description should be seen in the context of Heritage High School s commitment to being a learning organisation. In practical terms this commitment means that each member of staff is expected to fulfil their present role and responsibilities effectively taking account of the school s aims and guiding principles. The purpose of the Job Description is to: Define the nature of the role Relate the role to other roles within the school Provide a sufficiently detailed illustration of the role to allow clarity of understanding of its content and limits All roles within the school derive their justification from: Its contribution to the overall aims of the school and in particular to enhancing the quality of learning and raising the standard of achievement of students within the school. DUTIES AND RESPONSIBILITIES Personal Assistant Role To have extensive knowledge and use of all Microfsoft Office software. To carry out word processing of all work required by the Headteacher, including communications with parents. Arrange meetings on behalf of the Headteacher and provide minute taking service, producing accurate minutes in typed form and distributing to appropriate groups. Maintaining a paper-based recording system of agendas, minutes and all background papers. To produce all student exclusion information as directed by the Senior Management Team/Guidance Managers and to produce exclusion packs within a set timeline.

2 To contact parents in the absence of the Guidance Manager(s) regarding attendance at permanent exclusion meetings. To upload weekly exclusion reports to DCC. To produce spreadsheets and maintain databases as required. To maintain the Headteacher s diary, arranging appointments and meetings for the Headteacher. To acknowledge receipt of letters and compose routine letters where required. To manage, monitor and respond to all the Headteacher s telephone calls and the transfer of these calls to other colleagues where appropriate. To liaise with tact and diplomacy with other staff and others outside of the school, particularly parents, and representatives of the LEA and the local community generally. To open, record and label for distribution the Headteacher s mail. Liaise with Derbyshire County Council in all matters concerning the staff and students under the direction of the Headteacher or his delegate. Maintaining the Quality Assurance folders on behalf of the Headteacher. To collate and file the appraisal planning and interim appraisal planning review statements. In the absence of the Assistant School Business Manager produce relevant paperwork linked to recruitment and interview processes. Maintain the Headteacher s filing system and archive files. Clerk to Governors Role To work effectively with the Chair of Governors and Headteacher before the Governing Body meetings to prepare purposeful agenda which take account of DfES and LEA issues and are focused on school improvement. Produce, collate and distribute the agenda for Governance meetings and papers so that recipients receive them at least eight clear days before Governor meetings. To produce a monthly report of governors attendance of all committees and exclusion report to the Chair of Governors and the Headteacher. To manage the ratification of all school policies via the Governing Body. Advice the Governing Body on governance legislation and procedural matters where necessary before, during and after meetings. Liaise with the Assistant School Business Manager to ensure that Criminal Record Bureau disclosures are successfully carried out on all new appointees and re-appointees. Record all decisions accurately and objectively with timescales for actions during all Governors meetings. Send draft minutes to the Chair of Governors and the Headteacher for amendment/approval by the Chair. Copy and circulate the approved minutes to all Governors at least 7 clear days before the scheduled meeting. Maintain a file of signed minutes, as an archive record. Clerk all statutory and non statutory governing body committees including exclusion meetings. Produce all relevant documentation for and assist with the elections of parent, teacher and staff Governors. Assist in producing a Governing Body Year Planner which includes an annual calendar of meetings and the cycle of agenda items for meetings of the Governing Body and its committees. Advise that a register of Governing body pecuniary interests is maintained, reviewed annually and lodged within the school. Organise rooms and refreshments for meeting for the Headteacher and Governing Body. Advice and Information The clerk will: Advise the Governing Body on procedural issues. Ensure that new governors have a copy of the DfES Guide to the Law and other relevant information.

3 Ensure that statutory policies are in place, and that a file is kept in the school of policies and other college documents approved by the Governing Body. Maintain records of Governing Body correspondence. Administrator Role To support the administration team as instructed by the Assistant School Business Manager. To provide cover for all administrators within the administration department in the event of absence as instructed by the Assistant School Business Manager. Training & Development To undertake any training necessary to allow the post holder to carry out their duties efficiently To comply with the requirements of Health & Safety, and other relevant legislation. To participate in the school s appraisal process. To undertake any other duties within the overall function, commensurate with the grading and level of responsibility of the post at the reasonable discretion of the Assistant School Business Manager/School Business Manager/Headteacher/Chair of Governors. Heritage High School is committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. Any offer of employment would be subject to undertaking a Criminal Record Check due to this post having access to children. The possession of a criminal record will not necessarily prevent an applicant from obtaining this post, as all cases are judged individually according to the nature of the role and information provided. Manager Postholder Assistant School Business School Business Manager

4 HERITAGE HIGH SCHOOL Person Specification Headteacher s Personal Assistant/Clerk to Governors/Adminitrator Selection Criteria Experience Knowledge and Understanding Assessment Essential Desirable Proven experience of working as a PA to Senior Leaders, including diary management and minute taking. Has appropriate administrative qualifications (RSA III Typing/Word Processing or equivalent) and experience including the ability to use Microsoft Office and the internet. Has a minimum of 5 O Levels/GCSE Equivalent including Maths/English Language. Holds relevant secretarial qualifications. Previous experience of working in a school environment. Experience of using SIMS. Can demonstrate in their current role, the capacity to work effectively and efficiently with a range of people at a professional level. Can demonstrate high standards of professional performance in R his/her current role or former role. Enjoys the company of young people and others typical of those one would expect in a school. Is numerate, literate and competent in using ICT systems. Is prepared to undertake professional training necessary to carry out the role effectively which will include specific Clerk to Governor training. Has experience in working in a busy office environment and in showing initiative as part of a team. Has a pleasant telephone manner. R Can effectively deal with difficult people, either face-to-face or over the telephone Is able to prioritise their work. Has a practical awareness of the Data Protection Act Decision Making Has initiative and can work independently. Has an understanding of when to consult and when to make independent decisions. Communication and Self Management Skills Has the ability to communicate effectively to a range of different people. Is able to plan, organise, prioritise and manage their own personal time effectively. Will actively engage in professional development and training activities and take responsibility for his/her own professional development. Has shown the ability to keep daily records and use information collected profitably. Personal Attributes Enjoys working with the public and is a team player. Will maintain confidentiality at all times. R Has an enthusiastic passion for seeing children achieve and develop as young people. Can demonstrate personal impact and presence underpinned by high expectations Has an excellent record of punctuality, attendance, reliability and integrity. Can demonstrate fairness, honesty and integrity in his/her existing

5 practice and conduct as a professional. Can show a positive commitment to organisational principles. R Is likely to be able to show that through their actions and R professional relationship with others, a positive and corporate commitment towards their work. Has a sense of humour particularly when facing difficult and challenging situations. Is well organised. R A Application I Interview Process R - Reference