Admin Manager & Executive Principal's PA
Administration and diary management for the Executive Principal:
• To manage the Executive Principal’s diary for all appointments and meetings, ensuring a manageable schedule is maintained, it is kept up to date; a daily overview with documentation and papers needed provided to the Executive Principal • To be the first line of contact between the Executive Principal and any phone calls, requests from staff or visitors, ensuring only appropriate contact is made • To manage all communications from the Executive Principal to all employees • To liaise with the School’s admin teams across the school as appropriate • To be able to proof read documentation on behalf of the Executive Principal and make amendments or suggestions as necessary • To track delegated tasks where required and monitor progress, chasing any documentation or responses not received and keeping the Executive Principal informed as appropriate • To assist the senior team by co-ordinating the production of the School calendar and using this to produce timely reminders to the senior team throughout the academic year • To type up, disseminate and file all agendas and minutes for meetings involving the Executive Principal or Senior Leadership team as required • To maintain the Executive Principal’s filing systems, both hard and electronic copies as appropriate • Ensure that information from the Executive Principal is forwarded to appropriate staff in the School in a timely manner • To liaise with the School’s Governors to ensure paperwork for meetings has been circulated and deal with any enquiries • To provide, as required, a confidential secretarial service to other members of the Senior Leadership Team • To undertake Project management of projects assigned by the Executive Principal, such as high profile visits to the School • To ensure that the Executive Principal is supported in responding to any formal complaints received in an accurate and timely manner
Whole School
• To work in conjunction with the IT Manager to ensure effective use of the administrative systems in place such as phones, printers and Microsoft Office package • To liaise with the Management teams of both the Prep and Senior School to ensure all software packages are fully utilised • To work in conjunction with the Communications Department to maintain the relevant sections of the School website • To ensure all external correspondence is presented in a professional manner, standardising Letter Heads and fonts where possible • To assist the Clerk to The Governors in order to collate and distribute the relevant papers as necessary
Line Management
• To line manage the administration team including the School’s receptionists, secretarial staff • To delegate work to admin staff and manage their workload and output • To carry out appraisals and manage the performance of the administrative team • To ensure adequate staff levels to cover for absences and peaks in workload • To support HR with the recruitment of new staff in the admin dept., including training and induction
Generic responsibilities
• To provide assistance and cover when required for reception • To complete any other tasks as may be reasonably directed by the Principal or Senior Leadership Team, within the bounds of this job description • 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 school safeguarding children’s board and school safeguarding policy