SLT Personal Assistant

General Responsibilities:

• Answering telephone calls and managing telephone messages.
• Maintaining both paper and digital filing systems.
• Welcoming visitors and managing the sign-in process.
• Providing or arranging refreshments for visitors.
• Maintaining strong communication and relationships with administrative staff and the Staff Room.
• Fostering positive relationships between the SLT, Staff Room, parents, and prospective parents.

Specific Responsibilities:

Diary Management:

• Scheduling appointments for current parents, pupils, or staff to meet with SLT members.
• Coordinating appointments for SLT members visiting other schools.
• Monitoring the progress of staff appraisals and ensuring all required documents are prepared before meetings.
• Organising travel arrangements for SLT members.
• Liaising with staff to ensure optimal use of SLT members’ time.

Correspondence Management:

• Responding to invitations and course requests on behalf of the SLT.
• Sending invitations to Trustees and VIPs for school events.
• Monitoring incoming post and screening emails.
• Distributing information from the SLT to staff, including photocopying, distributing minutes, and other correspondence.
• Supporting the Principal’s PA and deputizing when required.
• Preparing and sending materials for Trustees via the Bursar or their secretary.
• Drafting, editing, and finalising emails or letters on behalf of the SLT.

General Administrative Duties:

• Managing and maintaining custody of all pupil records (past and present).
• Updating and distributing ‘Future Dates’ information.
• Compiling and updating staff holiday contact details each term.
• Preparing and typing correspondence.
• Ensuring the Management Information System is kept up-to-date.
• Assisting with the organisation and support of major school events.
• Providing hospitality and care for school visitors and VIPs.
• Staying informed about significant events in colleagues’ lives (e.g., births, anniversaries, illnesses) and briefing the SLT accordingly.
• Preparing and circulating minutes for weekly staff meetings and other meetings as needed.
• Monitoring and managing budgets associated with SLT members.
• Liaising with external CPD providers and assisting in organising courses and events.

Admissions/Marketing Support:

• Assisting the Head of Admissions in maintaining up-to-date senior school data.
• Supporting the Admissions and Marketing Department during peak periods.

General Expectations:

• Acting as the first point of contact for the SLT, demonstrating discretion and tact to ensure visitors and callers are dealt with professionally.
• Creating an efficient and welcoming environment at all times.
• Maintaining absolute confidentiality and discretion in all matters.
• Flexibility to work early mornings & late evenings.
• Undertaking any additional reasonable duties requested by the Headmaster to support the school.

Minimum Qualifications:

• Bachelor’s degree in any subject or equivalent professional qualification.

Minimum Experience:

• At least two years of experience in a PA, administrative, or secretarial role.
• Prior experience in a school or educational setting is advantageous but not essential.

Job Specific Knowledge & Skills:

• Diary and Schedule Management: Proven ability to manage complex schedules, coordinate appointments, and ensure efficient use of time.
• Strong Communication Skills: Excellent verbal and written English communication skills to interact effectively with staff, parents, and external stakeholders.
• Organizational Skills: Strong ability to manage filing systems, maintain accurate records, and organize resources efficiently.
• Professionalism: High level of discretion, confidentiality, and reliability, with strong attention to detail.
• Interpersonal Skills: Positive and approachable demeanor, with the ability to build strong relationships with staff, parents, and visitors.
• Event Coordination: Experience in supporting the organization of meetings, events, and hospitality for visitors.
• IT Proficiency: Competence in using MS Office Suite, Management Information Systems (MIS), and other relevant software tools.
• Adaptability and Flexibility: Ability to manage a dynamic workload and prioritize tasks in a fast-paced environment.
• Team Collaboration: Willingness to work closely with staff and support various teams within the school.
• Problem-Solving: Resourceful and proactive in managing tasks and resolving issues independently.
• Attention to Detail: Ensuring accuracy in all correspondence, record-keeping, and administrative processes.