About the vacancy

To provide an efficient and confidential secretarial service to the Principal. To provide a range of services to the Principal which means that work will be generated throughout the day. Due to the routine of the school, the workload may not be evenly spread throughout the year.

• Maintain the Principal’s diary and bring meetings and other appointments to their attention. Organise meetings for the Principal including inviting other participants to meetings.
• Ensure that the Principal is briefed for all meetings with relevant correspondence, documents/presentations and in the Principal’s absence refer matters to the relevant member of the Senior Management Team (SMT).
• Attend and take minutes of any other meetings as requested by the Principal.
• First point of contact for visitors, staff and students who have a meeting with or wish to speak to the Principal.
• Arrange hospitality and refreshments for Principal’s visitors, meetings and school events as requested. This duty will also include being the designated budget holder for hospitality.
• The lead for staff well-being at evening events or CPL days.
• Help coordinate school evening events liaising with staff members and offer an advisory service to ensure all evening events in school maintain a consistently high standard.
• Liaise, with tact and diplomacy with other school staff and others outside the school, particularly parents, and representatives of the LA and the local community generally.
• Dealing with the daily post, emails and faxing.
• Create, produce, maintain and distribute the school calendar.
• Be confident in the use of the schools system.
• Answering telephone enquires from prospective parents, current parents, press, public and other educational establishments.
• Maintain the whole school calendar and diary.
• Ensure that administrative and clerical tasks are undertaken in accordance with agreed policies, procedures and appropriate legislation.
• Managing all aspects of the School reception service including greeting visitors and answering phones.
• First contact for emergency services, Youth Offending, Police, Social Services etc.
• Back up for team with regards to all aspects of telephone, visitors, work and general duties.
• Receive all work into the office and determine priorities and delegate duties to staff as appropriate ensuring deadlines are achieved.
• Comply with the requirements of health and safety, other relevant legislation and school policies and to understand and comply with the school’s Equal Opportunities Policy.
• Dealing with queries – especially in the absence of the Principal – and deciding how to deal with the query and whether it should be referred to another member of SMT.
• Typing the Principal’s correspondence, reports, budget and papers for distribution to SMT and staff.
• Daily notices/bulletins and distribution of documents.
• Updating joining instructions and Prospectus inserts.
• Dealing with parent queries – deciding what action needs to be taken and by whom.
• To accurately maintain the school databases.
• Administration of the School’s academic entrance examination.
• Maintaining high and professional standards as the front line to the school.
• Additional duties as required by the Principal within the context of the post.

You will receive the following training:

• Business Administrator Level 3 Apprenticeship Standard qualification
• College attendance is required one day a month for training

What skills are we looking for?

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Problem solving skills
• Presentation skills
• Administrative skills
• Number skills
• Analytical skills
• Logical
• Team working
• Creative
• Initiative
• Non judgemental
• Patience

Qualifications

• Essential : English (GCSE or equivalent - C/4 or above)
• Essential : Maths (GCSE or equivalent - C/4 or above)

Outcome

• On completion of the apprenticeship you may be offered a full time position.