Pa to the Principal

• Location: 

  United Kingdom,York, York

• Posted: 04/11/2009 11:11

The Personal Assistant's duties consist of:

- Providing secretarial support to the Principal ensuring precise, clear and efficient records are kept.

- Making telephone calls/answer the telephone on the Principal's behalf - distributing calls/messages.

- Attending meetings for the purposes of minute taking.  Produce minutes and distribute accordingly.

- Planning and keeping up to date the Principal's diary including the preparation of a daily list of appointments and tasks to be done and to be noted.

- Ensuring all meeting arrangements are made e.g. travel, room booking, papers provided.

- Meeting and greeting visitors.

- Collecting and distributing incoming and outgoing Principal's mail both internally and externally.

- Personal support to the Principal as appropriate.  

The Post-holder
The Personal Assistant should have experience of working in a busy environment with the ability to be flexible and adapt to an ever changing and demanding work load.

The Personal Assistant will be responsible to the Principle and will work with the School Registrar as and when required.

The post-holder's responsibility for promoting and safeguarding the welfare of children and young persons for whom she/he is responsible, or with whom she/he comes into contact will be to adhere to and ensure compliance with the school's Child Protection Policy Statement at all times.  If in the course of carrying out the duties of the post the post-holder becomes aware of any actual or potential risks to the safety or welfare of children in the school she/he must report any concerns to the school's child protection officer or to the Principal.

- Demonstrate passion for quality and service.

- Be extremely flexible and able to deal with a wide range of differing situations.

- Work as a member of a small, busy team, as and when required, to promote effective delivery of a quality education.

- Consistently strive to improve the standards of customer service, handling queries and acting as a liaison point between other areas within the school.

- Provide secretarial service to the Principal ensuring precise, clear and efficient records are kept.

- Deal with general queries by email, in writing, in person and on the telephone.

- Ensure all written communication between home and school is clear and precise. Personal Assistant:

- Provide secretarial support to the Principal ensuring precise, clear and efficient records are kept.

- Audio Typing of information is a key part of this role

- Ensure contacts database is kept up to date and use the SIMS system effectively.

- Make telephone calls/answer the telephone on the Principal's behalf - distributing calls/messages.

- Attend meetings for the purposes of minute taking.  Produce minutes and distribute accordingly.

- Plan and prioritise workload efficiently.

- Plan and keep up to date the Principal's diary including the preparation of a daily list of appointments and tasks to be done and to be noted.

- Ensure all meeting arrangements are made e.g. travel, room booking, papers provided.

- Organise all appraisals to be carried out by the Principal.

- Vacancies:

- Prepare necessary paperwork e.g. job description, person specification, details

- Prepare advertisement

- Process applications

- Preparation for interviews including invitations, scheduling, accommodation etc

- Take up references and verify

- Meet and greet visitors.

- Collect and distribute incoming and outgoing Principal's mail both internally and externally.

- Personal support to the Principal as appropriate.

- Assist with the general tasks within the office on a day to day basis as and when required.  

Elements of the Job Description may be re-negotiated at the request of either party and with the agreement of both.  The post holder may in addition be asked by the Principal to carry out other such reasonable duties as may be required for the benefit of the school and the pupils' education and well-being.

 
Competitive Salary range £22,959 with the potential to raise up to  £26,271.

Hours of work are 35 per week, Monday to Friday.

Contributory final salary pension scheme.

28 days per annum, in agreement with the post-holder's line Manager





Proficient in using MS Office in particular Excel, Word, Publisher, Access and Outlook.

 

Audio Typing. 70% of the role. Accuracy is essential

Minute taking.

 

5 GCSEs or equivalent to include English and Mathematics.

RSA Stage 1.

 

 

Ability to work with the minimum of supervision and independently ensuring confidentiality at all times.

Ability to prioritise work, anticipate all eventualities and meet strict deadlines.

Ability to work under pressure.

Ability to communicate at many levels and using a variety of techniques.

Ability to multi-task and work under own initiative to problem solve.

Prepared to accept and implement change to ensure continual improvement of the administrative service offered within the school.

 

Methodical approach to work.

Attention to accuracy and detail.



Hays Office Support and Secretarial is a trading division of Hays Specialist Recruitment Limited and acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

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