PRINCIPAL S PERSONAL ASSISTANT

Transcription

1 APPOINTMENT OF PRINCIPAL S PERSONAL ASSISTANT 2013

2 JOB SPECIFICATION Position Title: Area Department: Reports to: Key Relationships: Level/ Step: Award: Full time/ Part time: Formal qualifications: Principal s Personal Assistant Administration Principal Principal, Executive, Staff, Parents, Students, Council, external parties. Dependent upon qualifications and experience. In accordance with the prevailing Anglican Schools Commission Enterprise Bargaining Agreement. Full Time The successful applicant will have a minimum of 5 years experience in a similar role. 2

3 OVERVIEW The School Peter Carnley Anglican Community School (PCACS) is a school of The Anglican Schools Commission (Inc) (ASC). The School opened in January 2007 in Wellard and currently caters for coeducational day students from Kindergarten to Year 12 enabling students to complete their schooling on the one campus. PCACS provides excellence in education, stressing high academic standards and the development of individual potential in a dynamic, caring and Christian environment. Position Summary - Principal s Personal Assistant The Personal Assistant to the Principal plays a pivotal and highly respected role in the organisation of the School. This person is responsible for providing exceptional administrative, organisational and secretarial support to the Principal to ensure the smooth running of the office. The Personal Assistant is directly responsible to the Principal and works with the Executive Team and administrative staff, as well as having close contact with parents and students. The Personal Assistant will be responsible to the Principal for the duties and responsibilities as detailed. 3

4 DUTY STATEMENT PERSONAL ASSISTANT Responsibilities Duties related to the position include, but are not limited to the following: Personal Assistant Administration Maintain Principal s administration in good order. Meet and greet Principal s guests. Responsible for secretarial duties related to the Principal s office. Typing of professional letters for the Principal. Acknowledge parent letters and prepare responses for Principal s signature. Distribute Principal s internal mail. Maintain the Principal s files in good order and ensure paperwork is available for appointments and meetings. Organise the Principal s diary. Prepare and update the Staff Calendar. Ordering of Principal s stationery. Updating the AISWA website and staff permissions. Minutes and documents Maintain and coordinate School branding and manage the School style guide. Attend and typing of Executive, Future Committee, School Council and Buildings and Grounds Committee meeting agendas and minutes. Attendance and typing of minutes of staff meetings as required. Typing and distribution of the Principal s Bulletin. Maintain an index of and type and distribute policy documents. Maintain School registration files. Employment/ Staff files Acknowledge job applications received for Principal and arrange interviews. Update job specifications and maintain applicable files. Maintain staff personnel records and prepare staff contracts for the Principal. Maintain staff files including applicants, current and past employees. Functions Organise Principal s functions as directed by the Principal. Prepare letters, invitations and collate RSVPs. Typing of Principal s speeches for formal occasions. Organise programmes as directed by the Principal. Organise transport and accommodation in consultation with the Principal. Assist Community Relations Officer with gifts and cards to ensure high standards of staff welfare and support. Arrange catering for various functions as requested by the Principal. Student Enrolments Arrange enrolment interviews with parents for the Principal and coordinate any School tours through Community Relations. Prepare letters of withdrawal to families. 4

5 Staff Expectations Maintain professional confidentiality concerning information about staff and/or students. Attend staff meetings when required. Ensure that all documents are prepared and presented in accordance with the School s Writing Protocol. Ensure all students and parents are provided with a quality service in a timely, efficient and friendly manner. Act as a member of a team, developing and supporting the philosophy and ethos of the team. Take an active part in the general life of the School - supporting policies, procedures, aims and objectives in order to facilitate the day-to-day operation and promote a high quality of education within the School. Serve as good ambassadors of the School. This includes conducting oneself in accordance with the professional standards of the School, including being well-groomed and wearing appropriate professional attire. Personal Qualities Demonstrate a high degree of discretion and confidentiality. Demonstrate initiative and personal organisation. Demonstrated ability to work independently and collaboratively with a small team. Willingness to support the mission and values of The Anglican Schools Commission. Cheerful disposition. 5

6 CONDITIONS, REMUNERATION AND BENEFITS Remuneration will be at The Anglican Schools Commission rates under the general terms and conditions of The Independent Schools Administrative and Technical Officers Award It is envisaged that this position will be Level 4 or above. Contributions equivalent to 9.25% of salary per annum are payable by the School to an approved superannuation fund and four weeks annual leave. Other conditions, entitlements and benefits will form part of a Contract of Employment. 6

7 SELECTION CRITERIA Essential Minimum of 5 years previous experience in a senior secretarial/ personal assistant role. Advanced level of IT skills, including Microsoft Suite (Word, Excel, Outlook and Internet). A strong sense of confidentiality and loyalty. Outstanding communication and interpersonal skills. A current and valid First Aid Certificate. A current Working With Children check. Demonstrated capacity for taking initiative and self directed work with minimal supervision. Well organised, accurate, creative and innovative with the ability to prioritise tasks. To have the ability to work under pressure. A flexible approach to work. Willingness to support the mission and values of The Anglican Schools Commission. Desirable Experience in a school office environment. Knowledge of Maze 9 Software system for schools whilst not essential would be considered highly desirable. 7

8 Applications Applications should include the following: Full name, address, telephone, and other contact details. Academic and professional qualifications. Current position and description of responsibilities. Details of previous appointments and career achievements. Membership of, and involvement with, professional organisations. Church membership and activities. Cultural, recreational and other interests. The names, addresses and full contact details of three referees who may be approached. All referees must have first hand knowledge of the applicant s abilities and experience. Applicants must address the Selection Criteria. Applicants may, at their absolute discretion, provide additional information such as date of birth, nationality, martial status, family details and a recent photograph. Applications marked Private and Confidential should be addressed to: Mr Peter Martin Principal Peter Carnley Anglican Community School 386 Wellard Road WELLARD WA 6170 Applications close: 4.00 pm (WST) Friday 28 June