Personal Assistant To the Headteacher

About this Role

The Deepings School is a mixed 11-18 comprehensive school at the heart of The Deepings, a vibrant, growing community in South Lincolnshire. Our school is proud to be part of Anthem, a multi-academy trust that creates ambitious and successful schools where every child thrives.

The students at our school are amazing.  They were the driving force behind establishing our values of KINDNESS, RESPECT and AMBITION, recognising these fundamental values are pivotal to them thriving in their educational journey, whether during lessons or extra curricular activities. Our staff are equally as enthusiastic and ambitious for our students. Their contribution to our vision is to ensure that 'EVERY STUDENT TO THRIVE AND FEEL VALUED'.  Staff are dedicated to ensuring students can achieve beyond their expectations in the secondary phase of their education, with a desire to be ambitious and aspirational as a result.  The Deepings School is on a rapid journey of improvement, focussing on developing strong foundations of which to build an ambitious, thriving school for our community and beyond. 

The successful applicant must be able to work independently, to show initiative and be very flexible. They also need to be skilled in managing a very busy diary and demonstrate huge levels of emotional intelligence whilst constantly reflecting on practice to ensure the Headteacher can work effectively and efficiently. It is essential that you are able to build strong relationships such that there becomes an understanding of what is needed before it is needed. Being able to manage people and to be a highly skilled administrator would also be beneficial to the success of the role. This role will work as part of the Operations Team, comprised of the School Business & Finance Manager, Operations Officer and HR Manager. There is expected to be some overlap in order to be able to manage all areas of the school and provide support for each other, as necessary.

Main Duties and Responsibilities

Managing Enquiries

·       Act as the first point of contact for staff, parents, governors and other stakeholders looking to speak with the headteacher.

·       Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner.

·       Assist with managing the school’s email inbox, ensuring the school meets its expected response times and emails for the headteacher are acted on.

·       Manage enquiries and requests efficiently, referring where necessary.

·       Welcome visitors on behalf of the headteacher.

·       Assist staff, parents, governors and other stakeholders with the information and support they need.

·       Open and respond to mail, escalating to the headteacher where necessary.

·       Handle all confidential correspondence with discretion.

Administration and Diary Management

·       Coordinate the headteacher’s diary, making decisions around priorities and ensuring the headteacher is suitably briefed.

·       Organise travel and accommodation arrangements.

·       Support the headteacher to manage their workload, advising on priorities where appropriate.

·       Prepare the headteacher for meetings by assembling reports and relevant documents.

·       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 headteacher.

·       Complete desktop research for the headteacher, analysing findings and providing summaries for the headteacher.

·       On occasions, support the work of the school outside of normal hours with minuting meetings, parent information evenings, open events and Ofsted inspection preparation. 

Production of legal documents pertaining to the school behaviour policy

·       Drafting and sending suspension letters

·       Monitoring numbers of suspensions

·       Drafting and sending exclusion letters

·       Compiling GDC packs

·       Printing and distributing GDC packs

·       Organising GDC panel meetings for suspensions and exclusions

Written Communication

·       Interpret headteacher’s comments into draft written correspondence to be sent to relevant stakeholders.

·       Develop written communication that’s professional and upholds the school’s vision and values.

·       Proof-read outgoing communication to ensure it’s of the highest standard.

·       Support the headteacher to use Microsoft Office applications (e.g. Word, Excel, PowerPoint).

Other areas of responsibility

·       Read and follow the relevant school policies.

·       Undertake training required to develop in the role.

·       Ensure all duties and responsibilities are undertaken in line with the school’s health and safety policy.

·       Contribute to the safety of children and young people and protect them from harm.

·       Provide administrative support for the wider senior leadership team when required.

·       Maintain a high degree of confidentiality with regard to issues concerning members of staff and pupils. Respond with tact, sensitivity and awareness to pupils and parents in relation to duties undertaken.

This job description will be supported by the school improvement plan which may identify key distinct tasks and responsibilities for this role in the school year. These will be derived from ongoing school self-evaluation and other local/national priorities. The Postholder’s duties must be carried out in compliance with the school’s policies and procedures including child protection and safeguarding procedures.

These duties and responsibilities should be regarded as neither exhaustive nor exclusive as the post holder may be required to undertake other reasonably determined duties and responsibilities commensurate with the grading of the post.

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