JOB DESCRIPTION by 4hRKVe0C

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									JOB DESCRIPTION

Post Title:             PA to Executive Principal and Office Manager
                        The Midland Studio College – Hinckley

Salary                  The post is graded between points 25 and 28 (Grade H), currently
                        £21 519 to £23 708 FTE
                        This post is a term time only post within which incumbents will work
                        41 weeks each year, as defined by The Midland Studio College term
                        times.


Sponsoring              North Warwickshire and Hinckley College
Organisation:

Employed by:            The Midland Academies Trust

Line Manager:           Business Manager

Line Management:        Administration Staff


Accountable to the Business Manager for the following key duties:

To provide a comprehensive, confidential, efficient and effective Personal Assistant role to
the Executive Principal. To supervise the clerical team and visitor reception staff, ensuring all
services provided are of a high quality and to set standards. To encourage and oversee the
development of the use of ICT and SIMS within all areas, as appropriate. To delegate tasks,
roles and responsibilities, ensuring the staff focus on raising attainment.


Description of duties and responsibilities:
1. Diary management for Executive Principal;
2. Attend and minute all management meetings, e.g. Senior Leadership Team, Middle
    Managers, etc.;
3. Typing/word processing;
4. Write routine correspondence, e.g. straightforward letters;
5. Draft non-routine correspondence for Executive Principal;
6. Produce and update school documents;
7. Handle confidential and sensitive correspondence and information;
8. Manage and organise filing systems for the Executive Principal;
9. Maintain records/data and retrieve information, both manually and computerised;
10. Research and source information, e.g. website and other sources;
11. Handle telephone enquiries/emails;
12. Handle visits from Governors, parents, LA officers, external bodies, parents, etc.
    prioritising or screening as appropriate;
13. Provide administrative support for staff recruitment and appointments;
14. Copy/prepare documents for the Executive Principal;
15. Deal with and sort the Executive Principal’s incoming mail, making decisions on who
    should deal with incoming mail;
16. Organise visits to and from school;


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17. Liaise with a variety of bodies, provide and obtain information, answer queries, make
    arrangements for meetings, visits, etc.;
18. To provide effective line management of admin/office staff;
19. To ensure the office staff are focused on raising the attainment and success of all
    students through the work they do;
20. To co-ordinate the performance management of all office staff including conducting
    performance management reviews;
21. To oversee the SIMs and ICT provision at The Midland Studio College;
22. Liaise with all staff to develop high quality service standards;
23. To co-ordinate the office staff, ensuring all work is undertaken quickly and efficiently, and
    to the service standards set;
24. To liaise with external agencies for additional support as and when necessary.
25. To access and encourage staff to undertake necessary training and assist with this
    process in school;
26. To contribute to the development of services aimed at anticipating and meeting customer
    needs; developing service standards and team and/or individual performance,
    contributing to and supporting further development within student services and visitor
    reception;
27. To carry the duties of the post in ways that contribute to a supportive working
    environment within the office and school, for example, to be aware of tasks undertaken
    by other staff in order to provide support or cover when required;
28. To comply with the provisions of the Data Protection Act and adhere to the requirements
    of all staff to maintain confidentiality in respect of governors, staff, parents, pupils and
    members of the general public;
29. To be responsible and accountable for carrying out the post with regard to the school’s
    Equal Opportunity Policy. Health and Safety at Work Act and any other relevant policies
    and procedures.



NB: The aim of the job description is to indicate the general purpose and level of
responsibility of the post. Please be aware that duties may vary from time to time without
changing their character or general level of responsibility. Duties may be subject to periodic
review by the Executive Principal (in consultation with the postholder) to reflect the changing
work composition of the business.

This is an outline job description only and the post holder will be expected to undertake the
duties commensurate within the range and grade of the post or any other reasonable duties
as directed by the Executive Principal.




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                                    Person Specification

The successful candidate is likely to be able to demonstrate the following:-

Requirements                                             Essential (E)       Measured by:
                                                               or          Application form
                                                         Desirable (D)           (A) or
                                                         requirements      Selection process
                                                                                   (S)
Education
High standard of general education (minimum GCSE                 E                A
in English & Maths or equivalent)
An appropriate advanced level qualification (ideally             E                A
NVQ Level 3) e.g. in Business Administration of
Customer Service) or a willingness to work towards
one
Ability to use Microsoft packages                                E                A
Experience of
Using SIMs                                                       E               A/S
Previous secretarial experience                                  E                S
Working using collaborative partnerships                         D                S
Leading and motivating teams                                     E                S
HR processes                                                     E               A/S
Customer service / working in a front line reception             D               A/S
area
Working within a schools environment                             D                A
Behaviours
Natural communicator; relationship building skills               E                S
with a range of stakeholders
Good interpersonal skills                                        E                S
Proactive and innovative                                         E                S
Knowledge and Understanding
Understanding of the education system                            E                S
Understanding of the Data Protection Act                         E                S
Understanding of safeguarding and what it means                  E                S
within a schools environment
Leadership and Skills
Ability to lead teams effectively, motivate, enthuse             E                S
and inspire colleagues
Ability to plan strategically and effectively                    E                S
Ability to delegate and hold colleagues to account               E                S
Excellent ICT skills                                             E                A
Excellent communication skills, both verbal and                  E               A/S
written
Attributes
Committed to the aims of the Studio College                      E                S
Committed to Equality and Diversity                              E                S
Committed to own continuing professional                         E               A/S
development
Clear view of what high standards and performance                E                S
looks like
Passionate about work / the Studio College concept               E                S
Proactive / strong problem solver with the ability to            E                S
make things happen


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