PA to the Head of Prep School
40 hours per week
Term Time plus four weeks

The PA to the Head of Prep School is responsible for acting as the first line of contact for the Head of Prep School, diary management, the maintenance of administrative systems and filing, and for general secretarial and administrative duties.
The incumbent of this position comes into contact with a wide range of adults and pupils and provides a warm welcome to visitors and other contacts whilst operating at the highest professional standards in support of the Head of Prep School.

Accountable to The Head of Prep School

Responsible for • To provide confident interaction with colleagues, members of the extended school community, parents, pupils and visitors. The Head of Prep School’s PA is a key element of the public face of Ashford School
• To act as first line contact, using discretion and tact to ensure telephone callers and visitors receive a professional response, and are dealt with by the appropriate person
• To generate an environment of efficiency and provide a warm welcome at all times
• To act as an important conduit between the Governors, United Learning Trustees and Officers as well as Parents, Alumni, Staff and Pupils
• To support the Prep School’s Leadership Team, contributing to discussion and taking and circulating minutes of weekly meetings
• To assist in maintaining a smooth-running and efficient office by dealing with all administrative functions and anticipating and scheduling regular events and meetings, minuting the latter where appropriate
• Support recruitment and HR processes by preparing job packs, interview schedules, and note-taking as required
• To record all Staff absence and ensure Return to Work forms are completed
• To provide support in producing written paperwork for meetings and the Governing Body
• To liaise with members of the academic and non-teaching staff as appropriate
• To organise day-to-day time management and to provide support with email and written correspondence
• To organise and manage paperwork adhering to Data Protection regulations, including GDPR and United Learning policies
• To organise all formal communications including performance review and probation correspondence
• Support with policies and procedures including updating and proof-reading where necessary
• To cover routine events and emergencies with equilibrium, confidence and style
• To facilitate positive relations with appropriate associations and professional bodies (including IAPS, ISI, HMCJ)
• To maintain the Prep School’s complaints log and liaise with the Head of Ashford School’s PA regarding level 2 and 3 complaints
• To oversee Head of Prep’s travel arrangements, trains, flights, taxis, dates, etc.; for UK and overseas trips
• Responsible for the Head of Prep’s budget and expenses
• To attend relevant training opportunities as requested
• To show absolute confidentiality, integrity and discretion at all times
• Other responsibilities as directed by the Head of Prep School

Person Specification Essential
• Proven track record of successful support to a senior manager/Chief Officer/Director
• Excellent organisational skills with excellent attention to detail and written accuracy and fluency
• The ability to work independently and exercise initiative
• Excellent literacy skills to prepare correspondence and reports and maintain records to a high standard
• Ability to present information in a clear and appropriate manner
• Ability to prioritise a busy and varied workload to meet strict deadlines with minimal supervision
• Proactive and forward thinking
• Ability to analyse situations and possible outcomes to establish the most effective policies and procedures to meet organisational boundaries
• Effective communication, influencing and persuasion skills together with evidence of success in building and forming working relationships across professional and operational boundaries
• Excellent telephone manner in dealing with a range of callers and the ability to calm potential situations of conflict
• Ability to use judgement when dealing with a wide range of enquiries and different levels of people both within and outside the School
• High levels of empathy, courtesy, loyalty, tact, warmth and good-humour
• Experience of taking accurate minutes of meetings and prompt production thereof
• Flexibility to work occasionally early or late and at weekends as necessary. Time off in lieu would be taken during the school holidays in such circumstances
• An appreciation of a school setting and in particular, Ashford School and its history
• Excellent MS Outlook, Word, Excel and PowerPoint skills
• IT literate with a typing speed of 50+ wpm

Desirable
• Previous experience of working in a school environment
• Previous experience of using a Management Information System
• Willingness to attend after school activities and meetings

Technical Skills/ Professional Qualifications
• Excellent standard of written English
• High level IT and communication skills
• Able to drive (Ashford School has two sites which are 10 minutes drive apart)
• Evidence of further qualifications