Personal Assistant
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| Job Type | Permanent Full Time |
| Location | Oxted |
| Area | Surrey, UK |
| Sector | Office Support |
| Salary | £35,500 DOE |
| Start Date | |
| Advertiser | Nicola Francis |
| Telephone | 01342 325 316 |
| Job Ref | NF11526 |
- Description
- Lloyd Recruitment Services are pleased to be working with a well-established independent School in the local area who are currently in search of an experience and professional Personal Assistant to join their team. The Assistant to the Head who will develop a comprehensive understanding of the needs of the Head and the ethos of the School in order to provide outstanding support.
Exercising sound and professional judgment, the Assistant to the Head will anticipate and solve problems and exercise judgment and initiative to ensure the efficient and smooth running of the Head’s office and School.
Working with the Head of Admissions and Marketing, the successful applicant will deliver an engaging, professional and welcoming service to key stakeholders, and assist in the organisation of events.
The Person:
The Head’s Personal Assistant should be able to demonstrate the following characteristics:
Good sense of humour
Patience, energy and enthusiasm
A confident approach with a pleasant telephone manner and skill to manage a range of personalities in a variety of situations, some heated
Ability to display initiative, to anticipate, to react independently and positively to broad strategic direction, to solve problems and to prioritise work
Secretarial ability to type, to file, store and to retrieve efficiently (both hard and soft copy)
Co-operative, flexible and a personable team player displaying very high standards of integrity, tact, diplomacy and discretion
Ability to work independently as well as part of a team
Confidence to multitask successfully particularly in times of pressure. Intelligent, smart and presentable
Ability to produce and proof read a range of documentation confidently
Responsibilities include:
In general, administering the Head’s routine including arranging all internal and external meetings, responding to correspondence and organising travel
Acting as the immediate interface with parents, via email, on the telephone or face to face
Answering the telephone and dealing with requests
Co-ordination of the Head’s appointments and diary, which may include Head’s
Group and District meetings and IAPS commitments
Manage the Scholarship programme and schedule
Book staff onto training courses when approval has been given; keeping a CPD record for the Head’s individual training and courses attended
Controlling the Head’s incoming mail and taking initiative in responding
Ensuring clear lines of communication between the Head and staff, parents, other schools and external organisations
Preparing confidential reports for prompt review and despatch
Co-ordinating with others in the School when Head and/or Governors entertain on site. Organising Parents’ Evenings
Overseeing approval of material by the Head, i.e. letters to be included in the Weekly Parent & Staff communication sent out by the School Secretary
Setting up any Google Doc response forms as required for parent communications and other school events/also maintaining staff google docs
Taking Minutes at Staff and SLT meetings, briefings and any others as requested
Acting as Secretary to the Board’s Education Committee and termly Form Reps meetings
Assisting the Head and Deputy Head in organising significant School events
Liaising with staff to collate information and prepare pre-parent meeting reports for the Head
Assist in the preparation of the Head’s Report for the termly Governors Board Meeting
Assisting other Director of Marketing during Open Mornings and other School events
Seeking final sign off of offsite risk assessments and circulating packs to the relevant parties/teachers. Monitoring the return of packs post-trips for GDPR purposes
Manage the stock control for key stationery elements e.g. school badges, ties, pens etc
Submit Head’s expense claims (including mileage) to finance department. Final Assembly, including preparation of cups, badges and programme etc
Assist with preparation of calendar and once complete upload onto website and Heads’ Outlook calendar
Setting up of School Plays/productions and Parents’ Evenings for parent booking system
Arranging staff events, i.e. end of term staff lunch and other as required by the Head
Collation of Common Entrance results for production of pupil certificates and letters; data report for Governors
Liaising with the Head/Deputy Head to book speakers as required for Inset Days; production of staff attendance registers for Inset Days and any other administration, i.e. room bookings/catering
Any other reasonable requests made by the Head
Whats in it for you?
A competitive package of £35,500 DOE (FT or PT opportunity available)
Monday to Friday: Term Time – 8.00 to 17.00 / Holiday periods – 9.00 to 16.30
Workplace Pension Scheme
Use of on-site gym
Free on-site parking
Employee Assistance Programme (EAP) providing legal advice and counselling
Fee remission, subject to admissions entrance criteria
Applicants must be willing to undergo child protection screening appropriate to the post, including checks with the Disclosure and Barring Service (DBS).
Please note that although the position is advertised as 52 weeks per year, they will also consider reduced hours during non-term time.
Due to a high volume of applications, Lloyd Recruitment Services can only contact shortlisted candidates
