Interim Senior Administrator/PA to Headteacher - to start ASAP

Location: Barnet
Job Type: Contract
Industry: Secondary
Reference: PE11276200
Salary: £15 - £18 per hour
Job Published: about 1 month ago
Interim Senior School Administrator/PA
(Temporary approx. 3-month appointment)
Report to Headteacher
Total hours: 36.5 hours per week
Monday - Thursday8.30am- 5.OOpm
Friday 8.30am - 1.00pm (winter) /3.30pm (summer)
Salary: £15 - £18 per hour

We are currently working with a Free School with a Jewish Ethos based in North West London. We cater for pupils aged 4 - 19 years with complex needs and a broad range of learning difficulties as well as ASC and physical and sensory disabilities. Pupils of other faiths and no faith are welcomed to our school which accepts pupils with an Education Health and Care Plan from across North London and surrounding areas. All staff members at the School will not be required to present themselves from any specific faith background and there will be no preference given in this regard.
Our vision is for all our student is that they will become independent whilst gaining confidence in an inclusive and supportive environment.
Our mission is to provide a personalised curriculum so that they will gain the skills and knowledge required to become as adults as independent as possible, including finding meaningful employment whilst enjoying being part of the community they live in.
Main Purpose of Job:
The post holder will play an important role in supporting the Head Teacher and the Governing Body to lead the school with maximum effectiveness and provide administration to the highest standards in order to meet the needs of the school
The post holder will need to be adaptable to many different situations and multitask daily Uphold and demonstrate explicitly the vision, values and aims of the school and to actively contribute to their development
Key Duties and Responsibilities:
Ensure the smooth running of the school office and contribute to the development of the administration support service to the school and Headteacher
Draft and manage correspondence to the Head Teacher's specification and consistently produce a high standard proof reading and getting involved with the document production of all the Head's correspondence
Produce various documents on the Head Teacher's request and produce work as requested by the Senior Leadership Team (SLT) to include any highly confidential documents required Ensure the Daily Covid Form is completed to deadline and submitted to the DfE
Develop and communicate a schedule for the day for educational advisors, observers or visitors
Set up and maintain efficient office systems within the school's office, including manual and computerised information retrieval systems
Invoice parents termly for lunches and other contributions and monitor payments
Ensure that the school's email account is checked for messages during school holiday periods and actioned appropriately, in negotiation with other support staff
To minute and take notes of SLT and staff meetings as required by Senior staff
Ensure the pupil and workforce census are completed to deadlines during the year
Be involved in the management of the school's website including keeping the school 'blog' up to date
• Assist the Headteacher with the start and end of school year processes
Point of Contact
Act as the main point of contact for the Head Teacher, dealing diplomatically with telephone calls and enquiries
Act as the school liaison point for all parents, staff and external organisations and communicate their requirements to the Head
Deal with parent / carer and other external stakeholder queries and decide how to screen telephone calls, enquiries and requests and delegate as appropriate
Calendar Management
Maintain the Head Teacher's calendar and arrange appointments as appropriate, including co-ordinating meetings with a large number of participants
Liaise with the Head on a daily basis regarding events of the day and follow up resultant actions
Keep the Head Teacher informed at all times about the calendar commitments and deadlines for the completion of work
Work to a timeline in liaison with the SLT member responsible for the whole school calendar, to ensure that all information is collected in. Produce a calendar for staff and governors. Produce a parent/carers calendar and enter into the electronic system. Coordinate the calendar being added to the school website
Single Central Record (SCR)
To be operationally responsible for the timely maintenance of the school's SCR, which contains employee details and information on safeguarding checks carried out on both employees, Trustees and visitors to the school
To be responsible for ensuring that visitors to the school provide a valid DBS certificate prior to being allowed unaccompanied access to the school site
To enter these DBS details on the SCR
The Governing Body
Ensure the Headteacher is properly briefed and has the related documentation prior to attendance at Governing Body meetings
Input Governing Body meeting dates in the Headteacher's calendar in a timely manner
Arrange school visits by members of the Governing Body and plan the agenda for the day
Events Management
Work with designated member of SLT to plan and co-ordinate whole school events (e.g. Prospective Parent Evenings (virtual), managing complex range of tasks through time and action planning
Work with SLT to arrange key events, e.g. Open Evening, Presentation Evening, New Parents' Evening/Mornings, sending out invitations, producing Programmes, collating literature from faculties, and ensuring literature on transport is up to date, sorting catering arrangements and attending such key events in order to support the Head Teacher
Community Development / Corporate Engagement
Develop effective links, collaboration and the sharing of best practice with local schools and the wider community
Promote/preserve outstanding community cohesion across the school and beyond
On occasion attend out of school hours events, on rotation with other members of staff
Developing Self and Working with Others
Develop positive and collaborative working relationships with, and between staff to provide them with appropriate support and guidance in achieving the school's priorities and targets
Regularly review own practice, set personal objectives and take responsibility for own development
Manage own workload and that of others to allow an appropriate work/home life balance
Consistently enhance knowledge in relation to your role utilising self-directed learning.
To provide cover / assistance to other members of staff as required
Pupil Administrative Support
Ensure student registers are accurate on a twice daily basis
Assist the Headteacher with the processes involved with prospective parents , new pupils, pupils leaving the school and with the request for pupil paperwork
Assist with the administration of Annual Review of Statement, including arranging meetings with parents, ensuring all reports are collated to deadline
Assist with all end of year school reports are updated and ready for staff to complete
Liaise with prospective parents as required and organise their (virtual) visits to the school Liaise with primary schools, secondary schools and the Local Authority as required throughout the year. This may arise in relation to pupil transition but also particular issues that may be driven by the need to share information of various kinds
Book training sessions as approved by the Headteacher
Assist Deputy Head and Assistant Head in preparation and co-ordination of whole school staff training
Maintain records of staff training including sign-in sheets to in-house training sessions
In liaison with the Assistant Head ensure there is adequate cover when staff are undergoing training
Arrange pre-induction training for new staff, agency staff and volunteers
Transport Management
Liaison with LA Transport Departments
Act as key contact with transport escorts • Manage the coordination of school buses
To be fully aware of an understand the duties and responsibilities arising from the Children's' Act 2004 and Working Together in relation to child protection and safeguarding children and young people as this applies to the role within the organisation. To also be fully aware of the principles of safeguarding as they apply to vulnerable adults in relation to the role
To ensure that the Designated Safeguarding Lead is made aware and kept fully informed of any concerns which the worker may have in relation to safeguarding and/or child protection
General Responsibilities
Maintain high professional standards of attendance, punctuality, appearance and conduct
Ensure positive courteous relations with pupils, parents and colleagues
Comply with and assist with the implementation of policies and procedures relating to all safeguarding processes, including, but not exclusively: health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person Contribute to the overall ethos, work and aims of the school
An understanding of and commitment to equal opportunities in its widest sense and a commitment to inclusive education
Develop constructive relationships and communicate with other agencies/professionals.
Participate in CPD and other learning activities as required
Ensure confidentiality is maintained at all times
Undertake any such activities deemed suitable by the Head Teacher/Governing Body commensurate with grade and experience
Follow and uphold the GDPR and Data Protections Act 2018
This job description is not necessarily a comprehensive definition of the post and duties may be varied to meet the changes needs of the school. It may be reviewed at intervals and be subject to modification at any time after consultation with the post holder.

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