Personal Assistant to the Head

Purpose of the Role 

To provide a confidential and personal service to the headteacher, carrying out a range of secretarial and administrative tasks and maintaining an efficient running of the headteacher’s daily business. 

Duties and Responsibilities 

The following list is not exhaustive, but the main responsibilities of the role are: 

Administration 

• Coordinate the Head’s diary, making decisions around priorities and ensuring the Head is suitably briefed  
• Organise travel and accommodation arrangements, particularly researching and supporting international travel 
• Support the Head to manage their workload, advising on priorities where appropriate  
• Respond to appropriate requests for information from governors or external agencies 
• Maintain accurate records in efficient files and online systems  
• Support with the coordination of certain school events, under the direction of the Head 
• Complete desktop research for the Head, analysing findings and providing summaries 
• Take detailed and accurate minutes of meeting, including, but not limited to, the Senior Leadership Meetings.  

Public Relations 

• Act as the first point of contact for students, staff, parents, governors and other stakeholders looking to meet with the Head   
• Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner  
• Manage enquiries and requests efficiently, referring where necessary  
• Welcome visitors on behalf of the Head  
• Assist staff, parents, governors and other stakeholders with the information and support they need  
• Open and respond to mail, escalating to the Head where necessary  
• Handle all confidential correspondence with discretion. 

Written Communication 

• Interpret Head’s comments into draft correspondence to be sent to relevant stakeholders  
• Compile the school’s newsletter which is dispatched weekly 
• Proof-read outgoing communication to ensure it’s of the highest standard 
• Collate and dispatch printed marketing material 

The following duties are ones which all staff are required to perform: 

• Always observe health and safety procedures and work safely 
• Be responsible for your own continuing professional development, undertaking training as appropriate with developments in your role  
• Promote and safeguard the welfare of children for whom you are responsible and with whom you come into contact, and undertake regular training in this area
• Undertake any other duties as required by your manager in order to meet the changing needs and demands of the school and your role 
• Conduct yourself with professionalism, tact and diplomacy at all times as a representative of Ruthin School. 

Working hours: 08.00 – 17.00 

Holiday entitlement: 34 Including Bank Holidays 

Pension: Yes 

Notice period: 4 Weeks 

Probationary period: 3 Months