JOB DESCRIPTION. Post Title: PRINCIPAL S PA. Post Holder: [ADD POST HOLDER NAME]

Transcription

1 JOB DESCRIPTION Post Title: PRINCIPAL S PA Post Holder: [ADD POST HOLDER NAME] The description of the duties, responsibilities and accountabilities for the post of Principal s PA within the Trust have been set out in this job description. Responsibility Areas: Acting as the Personal Assistant to the Principal Managing the office of the Trust Providing administrative support to the Trust Executive Group Accountabilities: A B C D E Undertake a comprehensive, efficient and responsive administrative, secretarial, organisational and logistical service as Personal Assistant to support the Principal of the Trust in fulfilling his / her role, priorities and duties. Be responsible for the management of the office of the Trust and the servicing and clerking of the Trust Board sub-committees. Provide an administrative support service to members of the Trust Executive Group where relevant and required. To effectively appraise, performance manage, line manage and deploy support staff for which you are made responsible as appropriate. Generic duties relevant to all members of staff. Accountable to: Principal Scale / Salary: Main Duties: See over for detailed duties and responsibilities

2 Area of Accountability A: PERSONAL ASSISTANT TO THE PRINCIPAL Provide a comprehensive, efficient and responsive service including typing, correspondence, management, travel arrangements (and resulting claims), diary management, filing, and any other administrative, secretarial, organisational and logistical tasks required by the Principal in respect of his or her duties; Manage the efficiency of the Principal s Office, including ensuring appropriate administrative stock levels and organising appropriate hospitality (including making tea and coffee) when required; Maintain the Principal s files, records and documentation in an organised and systematic basis, paper based and electronic, on a regular basis to ensure it is kept up to date and documents are easily accessible; Act as a first point of contact within the Trust for all stakeholders and others seeking contact with the Principal. Managing and prioritising those requests appropriately to suit their urgency and relevance and if necessary redirecting requests to more relevant members of the Executive Team and proactively identifying actions as appropriate to ensure efficient and effective responses; Note and co-ordinate the Principal s follow-up actions at the end of key meetings and in all correspondence, paper based and electronic; Organise and co-ordinate all appointments, meetings and other commitments to ensure effective use of time through an electronic diary that is co-ordinated with the Foundation, Trust and Free School calendars and is reactive to the day-to-day needs of the Trust; Work collaboratively with colleagues to ensure the Principal s key tasks and priorities are fulfilled; Keep Principal fully briefed on all key communications and issues and following up on issues raised by the Principal; Review any post and s sent to the Trust upon delivery to ensure that urgent matters are brought to the attention of the Principal on the same working day; Manage specific projects on behalf of the Principal, handling confidential and / or complex matters with sensitivity; Liaise with and ensure effective communication between the Principal and members of the parent Foundation, Trustees and the Headteachers of the Free Schools; Support the Principal in any communication strategy across the Trust by ensuring that matters of significance are quickly and professionally brought to his / her attention. This will include arranging and minuting as required, all meetings including those of a confidential nature; Proof reading any documents produced by the Principal; Production of high quality draft reports, briefing notes and information summaries (or commissioning them from others) for the Principal, including reviewing correspondence into the Trust; Undertake filing, faxing, laminating, photocopying and reprographic work as required; Support the Principal to draft a wide range of speeches / presentations, including any accompanying visual material. This will require use of ICT gathering empirical / numerical / statistical data and ensuring appropriate input from specialist colleagues; Undertaking other administrative tasks as necessary;

3 Working with the Personal Assistants of other key leaders in the Seckford Foundation to co-ordinate diaries and contribute to smooth communication between the Trust and all other areas of the Foundation; Chase the progress of work from the Trust Executive Group and Headteachers at the Free Schools in the Trust; Travel with the Principal as and when required in order to undertake duties on school sites or at other Seckford Foundation facilities or events. Area of Accountability B: MANAGEMENT OF THE OFFICE OF THE TRUST Manage the office of the Trust, ensuring its smooth running and an effective and professional interface with internal and external contacts; Act at the first point of contact queries on Trust-related matters, directing queries to the Principal or the appropriate member of the Trust Executive Group; Act as clerk to the Trust Board s sub-committees, servicing the sub-committee meetings (in terms of calendars, agendas, electronic and paper communications, documents and papers relating to agenda items and Trust business, refreshments, etc.); Managing minor financial flows through the Office, including keeping records related to petty cash or other cash which is used in conjunction with the working of the office; Co-ordinate the internal Trust communication systems (including Trustee, Executive and Free School information flows), ensuring that information gets to where it should be in the most efficient way possible and also making sure that any queries were followed up; Work with the relevant members of the Trust Executive Group to provide any updates to ensure all Trust websites remain current; Manage, maintain and update the Trust calendar, ensuring it is aligned with the Foundation calendar and the calendars of all Free Schools; Undertake follow-up communication with stakeholders after important events; Undertake administrative duties related to Trust and Free School recruitment (such as adverts, reference requests, correspondence, etc.) in line with Trust policies and procedures; Ensure communication from the Trust reaches relevant stakeholders; Make arrangements for any Trust meetings, including communication, agendas, minuting, refreshments, etc.; Handling more routine correspondence / without reference and drafting letters on behalf of the Principal; Researching issues, collecting information and assisting with analysis of results when required. Area of Accountability C: ADMINISTRATIVE SUPPORT FOR THE TRUST EXECUTIVE GROUP Service and take minutes for Trust Executive Group meetings; Provide support for the administration requirements of those members of the Trust

4 Executive who do not have access to such support in the wider Foundation; Organise and maintain a system of confidential Trust personnel files; Operate the Local Authority view of the Pearson E1 system linking al Free Schools back to the Trust; Liaise with relevant members of the Trust Executive Group to ensure that data on the system is relevant and up-to-date and is maintained in line with relevant Trust policies and procedures; Organise the collation of statutory reports required by the DfE ensuring that they are submitted no later than the deadline set; In liaison with other relevant staff in the Trust and / or Free Schools, support the Principal in collating appropriate data for any returns requested by the Trust Board or national or local government (where legally required); Undertake the collation of data for any reports required by the Principal or the Trust Board. Area of Accountability E: APPRAISAL, PERFORMANCE AND LINE MANAGEMENT To act as line manager for those support staff for whom you are responsible, undertaking performance management reviews yearly in conjunction with the Trust s policies and procedures; Ensure all members of staff for whom you are accountable have clear targets for personal and professional progression in their work and know how their progress towards those targets will be assessed (in line with Trust policies); Contribute to the review of job descriptions for support staff for whom you are responsible when requested by the Principal; Undertake regular evaluation of staff progress towards agreed improvement objectives through the Trust s appraisal, performance management and line management policies, practices and procedures; Contribute positively to your own appraisal, performance management and line management. Area of Accountability E: GENERIC DUTIES RELEVANT TO ALL MEMBERS OF STAFF The Trust The ethos of the Trust is founded on the 6C s to Success (Co-operation, Commitment, Confidence, Community, Challenge and Celebration). All staff are expected to promote and utilise this model in everything that they do. It is expected that all staff work collaboratively as members of the Trust to share good practice, resources and ideas and realise the Trust vision and aims. All staff should act with professional integrity at all times, following the Trust Code of Conduct for Staff. Learning and Teaching This is the core business of the Trust and therefore is an absolute priority of any work undertaken by anyone in the Trust in any capacity.

5 Use of ICT It is expected that all Trust staff follow the ICT Vision of the Seckford Foundation Free Schools Trust. All teaching staff will be expected to ensure that all students leave the school with transferable ICT skills, knowledgeable in developing technologies and equipped for the next stage of their education or work life. ICT must be used creatively to inspire and motivate students where it is relevant to do so. All staff will be expected to utilise ICT and to improve communication and reduce paper use. Security procedures must be followed when using ICT systems. All staff are expected to follow (and ensure students follow) the procedures as laid out in the Trust s Acceptable Use Policy. Staff are also expected to ensure they follow Trust policies with regard to professional conduct when using ICT systems. Data Protection It is essential when working with computerised systems that you are completely aware of your responsibilities at all times under the Data protection Act 1984 (as amended) for the security, accuracy, and significance of personal data held on such systems. Health and Safety Employees are required to work in compliance with the schools Health and Safety policies and under the Health and Safety at Work Act 1974 (as amended), ensuring the safety of all parties they come into contact with, such as members of the public, in premises or sites controlled by the school. In order to ensure compliance, procedures should be observed at all times under the provision of safe systems of work through safe and healthy environments, including information, training and supervision necessary to accomplish those goals. Safeguarding The Seckford Foundation Free Schools Trust is committed to safeguarding and promoting the welfare of children and young people and all staff must ensure that the highest priority is given to following the guidance and regulations to safeguard children and young people. All staff are to have due regard for safeguarding and promoting the welfare of children and young people and to follow the child protection procedures adopted by the Seckford Foundation Free Schools Trust. Any safeguarding or child protection issues must be acted upon immediately by informing the Senior Designated Person (SDP) on the relevant school site. The successful candidate will be required to undergo an Enhanced Disclosure from the Criminal Records Bureau (CRB) and obtain any other statutorily required clearance. Statement on Pay, Rewards and Working Hours The Seckford Foundation Free Schools Trust is being established with the vision to provide A Foundation for Life for students in our Free Schools. Through this vision our young

6 people will be equipped both intellectually and socially to take their place in society as valued, economically viable and responsible citizens. Our students will leave our Free Schools empowered as independent, co-operative, innovative and motivated young adults with the skills for and love of learning for life. Critical to achieving this vision will be the highest quality teaching and support staff in all of our schools and at the Trust. The Seckford Foundation Free School Trust recognises that it is important that all of our staff feel appropriately valued for the contribution they make to students lives and the achievement of the vision. It is important that good and outstanding performance is rewarded accordingly, and the salary scale for this role reflects the high standards expected, as well as providing the opportunity for progression. The Seckford Foundation Free School Trust is seeking to maximise opportunities for young people through the increased flexibility the autonomy afforded to the schools within the Trust allows. Also, it is expected that all staff contribute to the wider enrichment aspects of the school. This job description forms part of the contract of employment of the person appointed to the post. The duties, responsibilities and accountabilities highlighted in this job description are indicative and may vary over time at the discretion of the Trust and / or Principal. This job description will be reviewed annually and is an integral part of the Appraisal, Performance Management and Line Management process. SIGNED (Staff) DATE SIGNED (Trust) DATE