Personal Assistant to Headmaster

Salary: £31,800 – £36,000 per year

Personal Assistant to The Headmaster & Senior Management Team

Harpenden, Hertfordshire

We are recruiting for a PA to the Headmaster and Senior Management Team. This role is based at an independent and flexi-boarding school for boys, located in 20 acres of grounds on the outskirts of Harpenden in Hertfordshire.

The main purpose of this role will be:

• To provide a confidential and personal service to the Headmaster and Senior Management Team (SMT).
• To devise, maintain and monitor effective administration that enables the Headmaster to fulfil his responsibilities, ensuring workload is prioritised to meet the varied and conflicting needs of the team. 
• To support the function of the school office and all school administration roles. 

Key Accountabilities and Specific Tasks 

To proactively manage the Headmaster’s diary, arranging internal and external meetings, prioritising work, managing conflicting needs and ensuring he is fully briefed and has documents for meetings.

Provide effective secretarial and administrative support including drafting general correspondence, reports, school policies, mail merges, and so forth on behalf of the Headmaster with speed and accuracy. 

PA to the SMT, oversee and input into the school’s data management system (SIMS) which will involve liaising with the Data Manager.

Support the workload of the office team including with incoming telephone calls and visitors. Screen and prioritise telephone calls and queries from parents and other parties as well as making phone calls as directed by the Headmaster. Arrange individual development meetings with current parents each term. 

Liaise with the Head of Admissions to schedule meetings with prospective parents.

Proactively assist the Headmaster with forward planning – thinking ahead to ensure that meetings are prepared for in advance and work is undertaken on behalf of the Headmaster where possible and appropriate.

Deal with parental queries in the absence of the Headmaster and decide what matters should be referred to the Headmaster or delegated to others, i.e., a member of Senior Management Team, Head of Year or Form Tutor.

Minute taking to include school meetings, briefings, INSET sessions, confidential hearings and meetings of the Governing body when required.

Proofreading of all external correspondence from the Headmaster and SMT, letters, presentations, Headmaster’s comments on reports each term, etc.

Liaison with external agencies as and when required.

Senior Schools – liaise with senior school admission offices, prepare references, liaise with schools on entrance exams, record progress/exam results.

Always maintain the highest level of confidentiality, using discretion in providing information both within and outside school.

To act as an ambassador of the school and Headmaster in all matters. Meet, greet and offer hospitality to visitors. Administer any intervention correspondence relating to the Promoting Positive Behaviour Policy on behalf of the Headmaster. 

Support the Head of Admissions & Events and the Head of Marketing with administration for school events including Prize Giving Day, Leavers Day, School Productions, Carol and Chapel Services.

Liaise with the HR Manager in the recruitment of teaching staff and the preparation of interview schedules.

To work closely with the school office and in conjunction with the Senior Management Team to make sure communication with parents is timely, accurate and easily accessible via the school’s communication platforms. 

Set up and maintain a filing system in compliance with Data Protection Act 1998 and the General Data Protection Regulation from 25th May 2018.

Maintain a close working relationship with other members of the school office, step in to support in the absence of colleagues and assist each other as and when required. 

To carry out any other duties as reasonably requested by the line manager or Senior Management Team. 

Remuneration, Hours and Benefits 

Working Pattern: 40 Hours per week (flexible) – term time plus 20 days (40 weeks)

From time to time, there may be a need to work in the evenings or at weekends to meet the needs of the school routine, but prior notice will be given in good time. 

Salary: £31,800 – £36,000(Dependent on qualifications and experience). 

Benefits include:

Contributory pension scheme (successful candidates will be auto-enrolled) Fee concessions for staff children

Free lunch meals during the school term

Free on-site parking 

Cycle-to-Work scheme

Free access to the Employee Assistance Programme