Bredon School (2002) Ltd

JOB DESCRIPTION

Job Title: PA to the Headmaster

Responsible to: Headmaster

A PA to the Headmaster is required on the retirement of Mrs Sheila Denman after 22 years’ service with Bredon School. This is a key role in the School and the successful applicant will have advanced-level skills in MS Word, Excel and Outlook with extensive administrative and secretarial experience at the most senior management level.

OBJECTIVES

To understand the nature of the Headmaster’s role and devise, maintain and monitor the appropriate administrative systems to enable him to fulfil his responsibilities efficiently and effectively. The PA will hold the confidence of the Headmaster and will work with the utmost trust and sensitivity, handling sometimes complex and difficult situations.

To act as the first line of contact for the Headmaster, his diary management, the maintenance of administrative systems and filing, and for general secretarial and administrative duties. The PA will come into contact with a wide range of adults and pupils and will provide a warm welcome to visitors and other contacts whilst operating at the highest professional standards in support of the Headmaster.

To ensure the Headmaster is well prepared for meetings and events and that communications via email, telephone and letters are of highest possible standard.

Much of the strategic and operational planning of the school plus the smooth running of administration depends upon this position. The post holder will also be required to work closely with the Senior Leadership Team and Governors providing confidential secretarial and administrative support.

A flexible team player is required, who can adjust to the demands of the academic year. The PA will keep abreast of organisational issues and have a general understanding of the Schools aims and objectives. MAIN DUTIES

 Act as gate-keeper to the Headmaster, providing a courteous, professional, confidential and knowledgeable point of contact for people, both within and outside the school  Assist the work of the Headmaster by providing PA support at an executive level  Provide a full secretarial and administrative service to the Board of Governors and the Headmaster’s Deputies (SLT)  To assist the Headmaster in leading and managing the work of the school  Organising the Headmaster’s diary and appointments  Ensure all relevant paperwork is given to the Headmaster in advance of meetings and highlight any forthcoming events etc. which he will be attending.  Field calls, dealing with callers sympathetically and efficiently, redirecting calls where appropriate  Process the Headmaster mail and in-tray, prioritising correspondence and dealing with it autonomously where appropriate  Assist the Headmaster to review and monitor Performance Management procedure, ensuring timely completion of appraisals,  Attend SLT meetings, recording discussions and action points and follow them up to ensure completion  Work with SLT to advise on, facilitate and assist in any and all processes as required e.g. coordinate the team’s calendars, schedule meetings etc  Organise and maintain Headmasters filing system  Typing, proof reading, printing and despatching all correspondence from the Headmaster, including emails, letters, newsletters, programmes for events and the annual Christmas card  Assisting the Registrar and Head of Marketing in preparing for events, with correspondence and communication  Short hand, taking minutes of meetings as determined by the Headmaster  Attending social and school functions, welcoming guests and parents with the Headmaster, providing hospitality and managing supplies of wine and other provisions  Preparing for major school events including Founders Day, Open Days, School Fete, Carol Service and other services throughout the year  Completing the Annual Census for the Department for Education and the ISC  Covering Receptionist duties  Liaising with FAB (Friends at Bredon) and providing administration for their events including circulation of information to parents  Arrange UK and overseas travel for the Headmaster and the SLT  Ensure cover for admin support during periods of staff absence including holidays  Produce any highly confidential documents required by the Senior Leadership Team  Produce paperwork in relation to student exclusions  Maintain the supplies of stationery for Headmaster and personal use to meet forthcoming demands  In exceptional circumstances, to assist with General Office work.  Have a thorough knowledge of the School’s database (SIMS) and be able to download and manipulate reports from that system as required  Updating policies and procedures included in the staff handbook and on the website  Manage the ‘Enquiries’ emails  Update the ‘Old Bredonians’ database

OTHER SPECIFIC DUTIES

 To generate an environment of efficiency and provide a warm welcome at all times  To show absolute confidentiality and discretion at all times  To cover routine events or emergencies with equilibrium, confidence and style  To play a full part in the life of the school community, to support its distinctive mission and ethos and to encourage staff and students to follow this example  To actively promote the school’s corporate policies  To continue own personal development and to engage actively in the appraisal process  To be courteous to colleagues and provide a welcoming environment to visitors and telephone callers  To adhere to the standard dress code presenting a professional image to students, parents, governors and the wider community

Incoming Calls Procedure

It is important that incoming calls are answered quickly and all secretaries must be prepared to answer external calls and take and pass on messages when necessary. The Receptionist is the first to pick up, the Studies Office & Student Services Assistant number two pick up, the PA number three pick up and Bursary number four pick up. Calls will be immediately transferred, depending on the nature of the call, to the appropriate member of staff, stating the name of the caller. If the telephone rings it is to be assumed that the Receptionist is not available to take that call.

Generic Accountabilities

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. The duties outlined above are not intended as a restrictive list and may be extended or altered to include other tasks that are commensurate with the grade as directed by the Headmaster. Safeguarding Children

In accordance with the school’s commitment to adhere to the Department for Education’s Keeping Children Safe in Education and all other relevant guidance and legislation in respect of safeguarding children, the School Accountant will be required to demonstrate your commitment to promoting and safeguarding the welfare of children and young people in the school.

Confidentiality

During the course of employment the PA will have access to information of a confidential nature. Under no circumstances may this information be divulged or passed on to any unauthorised person or organisation.

Data Protection

During the course of employment, the PA will have access to data and personal information that must be processed in accordance with the terms and conditions of the Data Protection Act 1984 and properly applied to pupil, staff and school business/information. PERSON SPECIFICATION

Person Specification

The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Essential Desirable Method of Assessment Qualifications  educated to A Level  educated to Production of standard or equivalent degree level the with a minimum 5 standard or applicant’s GCSE’s grade A*-C equivalent certificates including English and Maths Experience  at least 3 years  proven track Contents of working as a PA or record of the similar position successful support Application to a senior Form. manager Interview Professional references Skills  strong IT skills  typing speed of Contents of  excellent inter- 50+ wpm the personal skills with the  shorthand Application ability to communicate  experience in the Form effectively with a variety School’s database, Interview of people and to assess SIMS (Schools Performance and diffuse Information Professional confrontational Management references situations Systems), including  accuracy and report generation attention to detail  good organiser  decision making  discretion  confidentiality  effective time management/prioritising  excellent telephone manner  ability to manage multiple tasks and deadlines  discretion, tact and confidentiality  good literacy skills to prepare correspondence and reports and maintain records to a high standard  flexibility to work occasionally early or late and at weekends as necessary. Time off in lieu would be taken during the school holidays  experience of working in a busy and sometimes pressurised office environment Knowledge  an appreciation of the  of independent Contents of school, its tradition and schools the history  educational Application knowledge/systems Form  health and safety Interview legislation Professional references Personal  motivation to work Contents of competencies with children and young the and qualities people Application  ability to form and Form maintain appropriate Interview relationships and Professional personal boundaries references with children and young people  ability to communicate with people of all ages  flexible approach  team player  resourceful  self-reliant  dedicated, mature outlook and discreet  honesty and trustworthiness  a good record of attendance and punctuality to work  a commitment to Bredon School’s educational aims, including its equal opportunities policy  sense of humour  the ability to remain calm when under pressure and to cope with competing deadlines  a warm welcoming manner  a willingness to go the extra mile  a professional manner and appearance APPOINTMENT PARTICULARS

INTRODUCTION

Bredon School is an independent day and boarding school for both boys and girls and was founded in 1962. Since then the school has continued to develop and expand, and presently has 250 pupils, with approximately half boarding. The school has the benefit of being situated in rural surroundings some 5 miles north of Tewkesbury and 4 miles south of Upton-upon-Severn.

Bredon School is a vibrant and challenging co-educational boarding and day school which truly opens the minds and hearts of its pupils, teachers, parents and all other members of its community. We believe that full co-education provides an ideal environment for both boys and girls in which to learn and to develop into rounded and balanced adults. The school is small enough for each pupil to be known as an individual and a distinctive human being.

Most of the boarders remain at the school at the weekends. Those who are not full boarders are weekly-boarders. There is a strong family atmosphere, with a fundamental belief that the way the children spend their time outside the classroom is as important as the time spent within it. The school seeks to find and foster each child’s strengths, and all are equally valued as much as any other member of the community.

THE SCHOOL

The school offers an unusually broad range of vocational courses, so that every child can be engaged whatever their talent or ability, from Business Studies and Media Studies, to those teaching metalwork and cookery, or agricultural and horticultural skills on the Bredon School Farm.

In December 2014, Bredon School announced that it had became part of Cavendish Education Limited, a privately owned schools operator, giving the School access to much greater financial and educational resources.

Over recent years, a variety of improvement works have been completed, including the major new building for the Junior School, with a new Reception/Key Stage 1 classroom, a new Sixth Form Centre, a new sports classroom pavilion with changing facilities and a new climbing wall.

VISION FOR BREDON SCHOOL Bredon is a small, family school that genuinely focuses on the individual; ensuring each pupil reaches his or her personal potential and destination by way of a rich and diverse journey, based on breadth or opportunity, support and continuously striving toward excellence. This vision will be achieved through the underpinning principals and values of respect, tolerance and hard work within a happy environment where all individuals have equal worth.

Bredon School meets the needs of each individual by providing a unique education both within the classroom and beyond.

We aim to:

1. Recognise and develop potential through breadth of opportunity and the rewarding of achievement 2. Develop self-esteem and confidence in a happy and supportive environment 3. Ensure everyone acts with courtesy; consideration and respect towards others at all times 4. Maintain strong partnership between home and school 5. Provide the pupils with dedicated, professional, caring staff.

CONDITIONS OF SERVICE

Start Date: As soon as possible

Remuneration: The salary will be subject to discussion and negotiation with the successful candidate but will be in the range of £28k-£30k per annum (negotiable), Grade E.

Hours of work: The PA will be expected to work such hours as shall be necessary to discharge his/her duties efficiently and conscientiously, to devote the whole of his/her working time and attention to the affairs of the School, and shall not undertake any extraneous activities which might interfere with the efficient discharge of his/her duties. The basic hours of work will be 8:30am-5.00pm (including a half hour unpaid lunch) 40 hours per week Monday to Friday, 52 weeks of the year. Flexibility about the working hours is required as the workload is not uniform throughout the year.

Holiday Entitlement: The School holiday year runs from 1st September to 31st August. The PA is entitled to 20 days annual leave plus the usual Public Bank Holidays, rising by one day’s annual leave for each year of service to a maximum of 25 days plus Public Bank Holidays. However, Bank Holidays occurring during term time are considered to be normal working days. All leave must be taken in the School holidays by prior arrangement with the Headmaster. Probation and Notice Periods: The first six months of employment will be a probationary period. During this period performance and conduct will be monitored. The School may extend the probationary period at its discretion.

Employment may be terminated, during the first month of service, by either party giving to the other no less than one week’s notice in writing, thereafter up until successful completion of the probationary period, employment may be terminated by either party giving to the other not less than one month’s notice in writing. On successful completion of the probationary period a term’s notice in writing expiring at the end of any School term, being 31 December, 31 March and 31 August. After satisfactory completion of the first year in the appointment the notice period will be extended to two terms, the same dates applying. The PA’s employment will be terminated immediately in the event of dismissal for misconduct or other good and urgent causes.

Pension Scheme: On successful completion of six months the PA will be automatically enrolled into our workplace pension scheme. Both you and Bredon School will pay contributions into it every pay period, and the government will also contribute through tax relief. You will contribute 1% of your earnings, Bredon School will contribute 2% of your earnings.

Holiday Entitlement: The School holiday year runs from 1st September to 31st August. The PA is entitled to 20 days annual leave plus the usual Public Bank Holidays, rising by one day’s annual leave for each year of service to a maximum of 25 days plus Public Bank Holidays. However, Bank Holidays occurring during term time are considered to be normal working days. All leave must be taken in the School holidays by prior arrangement with the Headmaster.

Sick Pay: The PA shall be entitled to three months at full salary pay, six weeks at half salary pay, with the remaining weeks, up to a maximum of 28 weeks to be paid at the Statutory Sick Pay rate.

Applications Only applications submitted on the School Application Form with an accompanying letter will be considered; CV’s can be enclosed as an additional document. Applications to:

Tammy Leggetter Personnel Department Bredon School Pull Court Bushley Tewkesbury Gloucestershire GL20 6AH, UK

Email: [email protected] Please visit our website on www.bredonschool.org for further information about the school.

Closing date for the receipt of Applications forms: 12 noon, Friday 8th January 2016

Bredon School is committed to safeguarding and promoting the welfare of children and young people, along with their protection applicants must be willing to undergo child protection screening, including checks with employers and the Disclosure & Barring Service.

Bredon School is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. We aim to be a fair employer and are committed to equal opportunities. Bredon School does not discriminate against employees on the basis of gender, ethnic origin, disability or age.