Headmistress's PA/Registrar

Background

Kirkham Grammar School is a thriving independent school, comprising a Senior, Junior, Infant and Pre-School, with 850 pupils on roll. The Senior School has 590 pupils in an age range of 11 - 18 years. The Headmaster is responsible for running the school, assisted by his Senior Leadership Team, including a Bursar who has responsibility for the financial matters pertaining to the Foundation as well as the grounds. There are close links with the Junior, Infant and Pre-School, situated across the road, which has 250 pupils on roll. The Governing Body and Bursarial Department are common to both schools.

The Post

This is a full-time post with responsibility to the Headmistress. The postholder will be chiefly required to give full secretarial support to the Headmistress, dealing with correspondence of a strictly confidential nature whilst also being in charge of a busy school office.

The ideal applicant for this diverse role must possess good time management and organisational skills, with the ability to work to deadlines under pressure and prioritise multiple issues whilst remaining calm. A minimum of five good grades at GCSE, including Mathematics and English are desirable, together with word-processing skills, and good knowledge of Microsoft Office packages. The postholder will be required to take and transcribe minutes of meetings, therefore confidentiality is essential.

The postholder will be instrumental in assisting the Headmistress to communicate with parents, prospective parents, visitors and staff; alongside this they will support the Headmistress with the logistical elements involved in ensuring the smooth running of the school. The post requires a close working relationship with the Headmistress which demands loyalty, integrity, tact and diplomacy. It is essential, therefore, that the postholder has excellent interpersonal skills and qualities in order to communicate effectively at all levels to convey and promote the correct image of the school. The postholder may also be called upon to perform any other duties which are deemed to be reasonable and necessary for the well-being of the school.

The role of the Registrar is to record and collate necessary documents and details relating to all new pupils entering the school, they also organise and administer ad-hoc taster days for prospective pupils as well as parental tours. Being the first line of communication with prospective parents, the Registrar often has to advise on the suitability of the school for a prospective pupil, using their own initiative.

Responsibilities

Headmistress’s PA

·                 Managing, coordinating and overseeing the work of the school office, delegating tasks appropriately as required;

·                 Undertaking typing and administrative tasks, many of which involve matters of a highly confidential nature;

·                 Managing the Headmistress’s diary;

·                 Taking minutes at meetings;

·                 Maintaining filing systems;

·                 Organising and supporting the successful organisation and running of events throughout the year, attending as directed;

·                 Preparing information packs as appropriate;

·                 Data inputting of pupil information on to the School’s information management system;

·                 Undertaking ad-hoc projects at the request and direction of the Headmistress.

Registrar

·                 Dealing with admissions enquiries in a courteous and helpful manner, sending the relevant school information as required, having captured relevant data for entry into the database;

·                 Providing advice to parents regarding the availability of places in all year groups, including the relevant entry criteria;

·                 Arranging school tours and  relevant taster days;

·                 Ensuring the admissions section of the school’s website is up to date;

·                 Keeping the relevant databases for different points of entry;

·                 Preparing offer letters for prospective pupils;

·                 Completion of on-roll and off-roll documentation in line with Local Education Authority requirements;

·                 Maintaining the admissions register each academic year and keeping up to date Numbers on Roll to inform prospective parents of availability.

·                 To circulate starters and leavers information as required;

·                 To liaise with the Finance Controller regarding Acceptance Forms;

·                 To prepare and send invitations for events.

Further Information

Hours of Work:

The designated hours will be Monday to Friday 8.45 am – 5.00 pm but may vary according to events or functions taking place and the appointee should be prepared to be flexible.