Address
Form of workBrook Street are looking for an experienced and confident Personal Assistant to provide a full range of administrative support to our Bursar. Acting as the first point of contact within the school for staff, Governors and parents seeking contact with the Bursar.
Hours
Monday - Friday 08.00 - 16.00 (37.5 hours per week) to be worked across 37 weeks of the year. You will work 34 weeks per annum in line with our published school term dates and the remainder of the weeks will be worked on dates agreed in advance with the Bursar.
Salary
Salary £29,380 (FTE £35,051)
Role
- To undertake a full range of administrative duties for the Bursar
- To act as first point of contact within the School for Governors, staff, parents, visitors and others seeking contact with the Bursar
- To provide administrative support to the Clerk to the Governors
Key Tasks
- To effectively and pro-actively manage the Bursars diary (confirm, cancel, rearrange meetings and appointments as appropriate)
- To assist the Bursar in organising and prioritising his administrative workload
- To screen and field all telephone calls, respond to emails and all visitors as required, in an appropriate professional but empathetic manner
- To produce all correspondence from the Bursar as directed to a high and accurate specification with meticulous attention to detail (reports, Governor Papers, organisational charts, meeting notes, minutes, letters, emails)
- To organise and manage arrangements for meetings, including venues, equipment, and ordering refreshments, prepare all necessary documentation and reports for such meetings. Send out to attendees all the relevant documentation in good time and deal with any queries on the Bursars behalf.
- Create presentations and ensure all equipment is in place in time
- To welcome and look after the Bursar's visitors
- To communicate with all school staff on behalf of the Bursar
- To take responsibility for other specific tasks as requested including:
- Liaising with the school insurers
- Staff PAYG mobile phone contracts (authorise bills, deal with maintenance issues, renew contracts and research deals)
- Liaise with teaching staff to organise and schedule the use of trips phones
- Purchase vehicle tax for all school vehicles
- To prepare residents Tenancy Agreements each year and support the transition of staff moving in & out of accommodation.
- To attend and take minutes of meetings as required and prepare them for distribution.
- Organise for all pupils and staff to have flu vaccinations (annually, autumn term)
- Organise Christmas gifts for all support staff
- Complete administrative tasks such as photocopying, filing, shredding, scanning of documents
- Make routine enquiry or research calls or manage marketing calls directed to the Bursar
- Update & manage senior staff holiday forms/Outlook calendar/wall chart
- Bring new ideas to the office - improvements to the administration, create templates to help efficiency
- Liaise with the Head's PA on various matters as required
- Assist the Bursar with arrangements for school events
- To assist with any other projects as required
- Maintain a high degree of confidentiality and handle all confidential correspondence with discretion
- To provide administrative support to the Clerk to the Governors as necessary and assist in the preparation of Governor Papers
- To provide administrative support to other Departments as necessary
This is a unique place to work, and we are looking for somebody with excellent communication skills, the ability to work well independently or with the team, an eye for detail and the ability to always work with confidentiality and discretion. If you have proven administrative experience at senior management level, we would welcome your application.
Please contact Alison (phone number removed) or email
