PA to Head and Office Manager

Wetherby Senior School was founded in 2015 and is a member of the Inspired Education Schools. There are 452 boys on roll, all of whom study at least 1 language for 5 years and we regularly add at least 0.5 of a grade at both IGCSE and A Level. Our students achieve grades that allow them to gain places at top UK Universities such as Cambridge, LSE, Imperial, Durham and UCL, and Universities aboard such as the University of Chicago, Pompeu Fabra Barcelona and the IE Business School Madrid. 

The School was founded to offer a progressive education in the heart of London. The School’s focus on providing an all-round education means that high standards are expected of the boys in all areas of school life. The School provides the boys with a broad educational experience, which includes Philosophy and Thinking Skills in the curriculum, to ensure that they are able to think critically and to problem solve but also that they can be creative and collaborative in their approach, so that they develop a sense of social responsibility and respect for others. Our skilled staff, who have a wealth of experience, are preparing to send our pupils to leading universities in the UK, the US and elsewhere.

Job Description

We are looking for an experienced PA to provide a high level of support to the Headmaster and manage the administrative support team in our School.

The Headmaster is looking for someone who can plan ahead in order to ensure that workloads are well managed, who can assist with varied queries and who has a proactive, helpful ‘can do’ approach. Experience of working at a senior level, dealing with confidential information and managing conflicting priorities will all be important in this pivotal role.

The Headmaster’s PA will also be responsible for the management of our administrative support team in the School and ensuring that efficient and effective support is provided to stakeholders within the school.

As an ambassador for the school, you should be able to demonstrate flexibility, professionalism and positivity and enjoy working as part of a team with all members of the school community

Job Specification

·      Provide a high level of support to the School Headmaster in relation to all elements of his work as required, delegating tasks as appropriate to other members of the administrative team in the School.

·      Lead the School secretarial team to ensure duties remain appropriate in providing an efficient service for visitors, pupils and staff.

·      Induct and ensure training for new Receptionists.

·      Devise and co-ordinate ongoing reception staff rota, ensuring reception is always staffed.

·      Annual leave authorization and general line management for the School Secretary and Reception.

·      Source additional reception cover when appropriate, utilising administrative resource, which includes Senior School PA to Headmaster.

·      Proactively manage the Headmaster’s diary, prioritising work, managing conflicting needs and ensuring he is fully briefed and has documents for appointments and meetings.

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

·      Management of the Headmaster’s filing (electronic and paper) and filing for academic staff HR files, checking staff documents and some aspects of onboarding.

·      Manage the Headmaster’s confidential paperwork, including letters/reports and to carefully manage sensitive information.

·      Organisation of travel for the Headmaster and accommodation when needed.

·      Act as a first point of contact for visitors to the Headmaster.

·      Take minutes at meetings when required and prepare agendas and documents for School Senior Leadership Team meetings and other meetings as required.

·      Deal with requests for staff and boy references.

·      Preparation of interview schedules for recruitment of new academic staff in the School and assisting as needed on recruitment days.

·      Liaise with the team and stakeholders in the School, to assist with enquiries from prospective parents.

·      Act as an ambassador for the School and Headmaster in all matters.

·      Manage and coordinate various communications and events for the school, including a weekly school newsletter, social media accounts, and Year 5 engagement events.

Person Specification

• Proven track record of successful support to a senior manager.
• Excellent Outlook, Word and IT skills; experience of using ISAMS databases would be advantageous, but not essential.
• A typing speed of 50+wpm; RSA Typewriting or equivalent secretarial/ICT related keyboard skills.
• Good organisational skills with strong attention to detail and accuracy.
• Ability to manage multiple tasks under pressure and with rapidly changing deadlines. Flexibility and to work as part of a team is important.
• Discretion, tact, confidentiality and loyalty at all times.
• Good level of general education, demonstrating a high standard of literacy skills to prepare correspondence/reports and maintain records. Accuracy and attention to detail is required.
• Good telephone manner in dealing with a range of callers.
• Flexibility to work occasionally early or late, as necessary. Time off in lieu would be taken during the School holidays.
• An appreciation of the School, its aims and ethos.
• Previous experience of working in a School environment is desirable, but not essential.
• Bring extensive secretarial and telephone skills to the role through previous PA experience.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Positive approach and can-do attitude.
• Proficient in the use of Microsoft Office systems, including Office 365.
• Highly Proactive.
• Show effective diary management to ensure there are no conflicting appointments building in appropriate meeting time and travel arrangements.
• Prioritise workload effectively and efficiently, completing high volumes of workload as and when demands require. Availability out of hours is required when special circumstances apply e.g. ISI preparation and the attendance at formal school events.
• Communicate effectively and professionally when engaging in all aspects of school life including to our parents/stakeholders/staff/students/Governors.
• Show resilience in dealing with deadlines and priorities in a busy school environment.
• Show a highly organised and calm professional attitude at all times showing a proactive not reactive attitude to the role.
• To oversee the recruitment process of teaching and administrative staff including all pre-employment checks and liaising with HR to maintain the Single Central Register.
• Supporting the work of the Admissions Department.