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JOB DESCRIPTION

Job Title: Office Manager/ PA to the PrincipalLocation: Fowey River AcademyWork pattern: 52 weeks, Full-time, permanentReporting to: Principal Prepared date: 16/04/2017

Main operational purposeTo ensure:

Effective levels of professional administrative support for the Principal and the Senior Leadership Team which means that work will be generated throughout the day

All queries to the Principal from staff, students, parents/carers, governors and external agencies are dealt with on a day-to-day basis.

All business and events are effectively managed as they happen – due to the routine of the academy the workload of this post may not be evenly spread throughout the year.

Main duties and core accountabilities as PA to the Principal

To ensure a high standard of administrative and management support for the Principal, in order to assist in the smooth running of all his activities, working under his supervision but expected to exercise considerable initiative in performing delegated duties, seeking the necessary advice, where appropriate.

To alert the Principal well in advance of approaching issues and/or events.

To make appointments and plan the Principal’s Diary.

To remind the Principal of appropriate appointments, meetings and deadlines for completion of work.

To ensure that the Principal is briefed before all meetings with relevant correspondence, documents/presentations.

To proactively managing the diary arrangements for the SLT as required; keeping full control of appointments and diary bookings, identifying and resolving any potential conflicts and taking account of travel time.

To co-ordinate the agenda for SLT meetings, attend such SLT meetings when required, taking action points, distributing relevant documentation as required.

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To arrange and coordinate travel and accommodation, managing the itinerary in conjunction with the diary and reviewing forthcoming commitments to ensure the most effective use of time for the Principal.

To review the Principal’s e-mail and ensure that appropriate items are passed on.

To deal with Parent/Carer and other external stakeholder queries – especially in the absence of the Principal and decide how to screen telephone calls, enquiries and requests and handle them or delegate to others as appropriate, using discretion in providing information both within and outside the Academy.

To deal with emails, correspondence and writing letters and taking dictation and minutes.

To produce accurate and high quality Academy Publications, Policy Documents, Briefing Papers, Reports, Presentations etc, as required [eg the Weekly Bulletin to all staff, Staff Handbook and the whole Academy Academic Calendar]

To be responsible for maintaining and enhancing efficient filing and documentation retrieval systems for the Principal and SLT members

To welcome and host all visitors to the Principal and ensure that appropriate arrangements have been made for meeting and greeting and that refreshments are available, as agreed with the Principal.

To produce agenda for SLT, whole staff and other meetings as required by the Principal or SLT member.

To review, on a weekly basis, the DfE and Ofsted websites in order to ensure that hard copies of appropriate documents are provided for the Principal’s information.

To review, on a weekly basis, the Trust’s bulletin and website, CASH bulletin/website and the local authority’s Schools Messenger in order to ensure that hard copies of appropriate documents are provided for the Principal’s information.

To act as a central point of contact for projects which may be delegated by the Principal and to lead and participate in academy projects using own initiative and keeping to agreed project deadlines.

To attend appropriate meetings with the Principal in order to facilitate note-taking and record keeping and to oversee such meetings, ensuring the relevant papers and documentation are compiled or received in advance to enable the Principal time to prepare.

To coordinate the provision of personnel services for all staff, liaising with the Academy Business Manager , HR team and the Principal to maintain confidential staff files [eg personal information, including salary assessments, sickness, attendance, appraisal and references)

To ensure that the Single Central Record is accurate, up to date, fully compliant and that necessary safeguarding processes are always followed e.g. safer recruitment, visitor identification and sign in, letters of assurance etc.

To ensure the effective operation of Quality Control systems in respect of all letters and documents produced by or for the Principal and to seek and/or implement modification and improvement, where required.

To have oversight of all administrative aspects of confidential records.

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To maintain efficient systems of filing, photocopying and distribution of documentation initiated, responded to and/or received by the Principal.

To provide administrative support to the Principal for complex and confidential matters as and when required.

Main duties and core responsibilities as Office Manager

To ensure the full admin team demonstrate and maintain high professional standards as the front line to the school

To be the designated data lead in terms of GDPR to ensure FRA’s compliance

To maintain all staff aspects of the MIS

To recruit, interview and train new office/support staff

To act as Office Manager and Team leader for support staff, setting up efficient and effective Office Management systems and procedures

To establish a business-like office environment and promote good relationships

To receive all work into the office and determine priorities and delegate duties to staff as appropriate through morning team briefings, ensuring that deadlines are achieved.

To manage the performance of up to 5 admin/support staff and coordinate their workload and delegate relevant activities.

To conduct appraisals for such support staff, setting targets and development plans

To supervise administrative staff to ensure excellent, consistent administrative support is delivered by the academy.

To ensure that administrative and clerical tasks are undertaken in accordance with agreed policies, procedures and appropriate legislation.

To supervise the production of correspondence, reports and newsletters and, where appropriate, confidential correspondence and reports, ensuring consistency in format.

To manage and quality assure the academy’s reception service, ensuring all telephone and personal enquiries are dealt with efficiently and effectively in a way which promotes a positive image of the FRA.

To prioritise such telephone calls to the Principal, providing assistance where possible, referring more complex enquiries to the relevant SLT member or other member of staff, ensuring action is taken and reporting results to the Principal.

To supervise the arrangements for all relevant meetings as requested, including room booking, preparation of materials and minute taking, in order to ensure their timeliness and smooth running.

To ensure that the whole academy calendar is created, produced, maintained and distributed via Outlook and other means

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To ensure that filing is done on a regular basis so that documents can be easily accessed.

To establish constructive relationships and to communicate with other agencies and professionals.

To provide occasional back-up for Reception

Communication and marketing responsibilities To work with senior team and the Trust’s Communications and Marketing Officer to

develop a communications plan to promote FRA to external and internal audiences. To supply the Trust’s Communications and Marketing Officer with proactive good news

stories that promote the academy, developing key messages, statements and positive PR.

To produce a semester newsletter that is a visual impact report To work with the Trust’s Communications and Marketing Officer to develop FRA’s annual

marketing and student recruitment plan To act as a brand guardian for FRA, proof reading external communications and

ensuring all communications maintain consistent branding and tone of voice. To update the academy’s website as required with news, and information, and review

regularly to ensure information remains up to date and ensuring that it adheres to statutory requirements. This will include working with the Trust’s Communications and Marketing Officer to complete an annual website audit and termly website health checks.

To develop a social media strategy for the academy and manage the social media accounts on a daily basis. Also provide training and guidance on social media management to relevant staff within FRA.

To organise and publicise all academy events in the community as appropriate e.g. Open Days.

To arrange all visits and tours of the Academy.

To follow up on communication with parents/carers, following visits, Open Days and Evenings, exhibitions.

Broader Responsibilities To help co-ordinate and run school evening events liaising with staff members and

providing an advisory service to ensure that all evening events are well planned and maintain a consistently high standard.

To always liaise with tact and diplomacy with other school staff and others outside the academy, particularly parents, representatives of the Trust, the LA and the local community generally.

To act as an ambassador not only for the academy, but for the Trust and the Principal.

To work collaboratively as a member of the Academy Office Team.

To support academy wide activities, e.g. the production of publications

To play a full and active part in the life of the academy community.

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To take ownership of various projects to meet the needs of the Academy in order to achieve project goals and assist the effectiveness of whole Academy administration.

To support the safeguarding of students and staff.

To support the Academy’s distinctive mission and ethos.

To lead by example and from the front.

To encourage and ensure staff and students follow the example set and to challenge constructively when the standards set are not met.

To promote actively the Academy’s corporate identity and policies.

To continue to be a lifelong learner and encourage others to be the same.

To participate actively in the Academy’s Appraisal process

To comply with the Academy’s Dress Code, Health and Safety Policy and to undertake Risk Assessments, as required.

In order to deliver the service effectively a degree of flexibility is needed and the post-holder may be required to perform work not specifically referred to above. Such duties will, however fall within the scope of the post, at the appropriate grade.

This job description is current at the date indicated below, but, in consultation with the post holder, it may be changed by the Principal to reflect or anticipate changes in the post commensurate with the grade or job title.

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Person specificationJob Title: PA to the Principal and Office ManagerGrade: Band H (£23,946)

Criteria Description Essential Desirable Assessment method

Qualifications/

Training

GCSE grade C or equivalent in Maths and English

Application form

Degree Level [or equivalent]

Certificate

RSA Word processing level 2/3 typing speed 60 wpm

ITQ level 2 qualification or equivalent

NVQ level 3 in Business Administration

Professional Experience

Significant experience of working as a PA or secretary for a senior managerwithin a school or educational setting

Application form & references

Significant experience of line management including the managing of the performance of others

Application form & references

Significant experience of minute taking

Interview

Experience of planning and coordinating meetings in line with diary management

Application form

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Experience of using SIMS

Application form

Knowledge and skills

High level decision making skills

Interview

To be able to think creatively and to anticipate and solve problems

Interview

Ability to formulate ideas and solutions and to present them clearly

Interview

Excellent written and verbal communication skills including telephone manner, tact, diplomacy

Application form

Understanding of the importance of confidentiality

Interview

Awareness and understanding of GDPR

Interview

Understanding of safeguarding within an educational setting

Interview

Willingness to learn and develop new skills

Interview

Excellent IT Skills – in particular, Microsoft Word, Excel, PowerPoint and Databases

their Apple equivalents

Interview & Application form/certificates

Understanding and previous experience of using WordPress

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All round knowledge of online and offline marketing activities including public relations, social media

Interview

Excellent research skills

Interview

Excellent organisational skills and experience of using, maintaining and developing administrative systems

Interview & Application form

Work under pressure and meet deadlines whilst still being polite and professional

References &Interview

Skilled in using shorthand

Application form

Knowledge of the requirements of the Single Central Register

Willingness to undergo training to learn

Interview

Leadership and management skills

Ability to manage, lead, organise, deploy and motivate individuals and teams in order to manage a variety of competing priorities and deadlines

Application Form & References

Ability to establish effective relationships at all levels, dealing sensitively with people in order to minimise conflict

Application form & Interview

High expectations of

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self and others

Ability to manage and resolve conflict

Ability to manage one’s own time effectively

Ability to enlist outside expertise and resources to enhance effectiveness

Ability to meet deadlines

References

Personal Qualities

Work under pressure, maintaining a sense of perspective and humour

Application form & Interview

Driver’s License Application form

Commitment, honesty and integrity, patience passion, dedication, resilience and optimism

Application form & Interview

An open mind and the ability to change and adapt

A belief in the unlimited potential of every student and a commitment to inclusive educational provision

The ability to see the bigger picture and understand whole school, local and national needs and priorities

A passion for lifelong learning

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Vigour and persistence to achieve goals and targets; resilience

Commitment to the highest standards of child protection

Note to candidatesCandidates should take account of this Person Specification in their letter of application.The selection panel will thoroughly explore issues relating to safeguarding and promoting the welfare of children.Additionally, for short-listed candidates, any relevant issues relating to employment breaks or reference queries will be taken up at interview.

Disclaimer The job duties, elements, responsibilities, skills, functions, educational factors and the requirements and conditions listed in this job description are representative only and not exclusive of the tasks that any employee may be required to perform. Adventure Learning Academy Trust reserves the right to revise this job description at any time.Acknowledgement of ReceiptI have received a copy of this job description and acknowledge that it forms part of the terms and conditions of my contract of employment with Adventure Learning Academy Trust.

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Name (please print):

Date:

Adventure Learning Academy Trust is an Equal Opportunities Employer