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St John & St James CE Primary School

Personal Assistant to the Headteacher

Application Pack

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Contents Page

3. Welcome

4. About Us

5. Working in Partnership

6. Personal Assistant Job

Description

7. Personal Assistant Person

Specification

11. How to apply

12. Where to find us

St John & St James CE Primary School is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. We welcome applications from all sections of the community, regardless of gender, race, religion, disability, sexual orientation or age.

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Dear Applicant,

Thank you for your interest in the role of Personal Assistant to the Headteacher at St John & St James CE Primary.

St John & St James is a one form entry primary school situated in the heart of Hackney. We are proud to be an outstanding primary school with a supportive and inspirational network of staff.

We are looking to appoint a Personal Assistant to the Headteacher. We are looking for determined, committed and hardworking individuals who can provide a high of level of administration support to our school. We are also looking for someone who values lifelong learning and wants to grow with our school.

For more information about our school and details on how to apply please read our application pack. We encourage you to visit our school and our website to learn more about us.

Yours sincerely,

Jenna Clark Headteacher

Welcome

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About Us

St John and St James’ is a one form entry Church of England Primary School with a Nursery. The children in our care range from three to eleven years old. St John and St James’ is one of six schools within

the Primary Advantage Federation.

OUR MISSION

Learn together, journey together, pray together

We aim to express and celebrate our mission in every aspect of our school community.

We learn together by creating a safe and secure learning environment in which every child is known and valued and

motivated to learn. We aim to prepare our children for the world by bringing the world into the classroom.

We journey together towards educational excellence, personal and spiritual fulfilment. We use a cooperative approach to

support children from our rich, diverse community.

We pray together and prepare our children for life with a strong set of values to enable them to reflect and make positive

choices with confidence. We respect each other and we treat each other as we would like to be treated.

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Working in Partnership

Primary Advantage Federation

St John & St James CE Primary School is a part of the Primary

Advantage Federation.

We are a group of schools working together because we

believe our schools can gain many benefits from working

collaboratively and can achieve more by working together. We

have made a commitment to a shared responsibility to the

wider education community, the provision of good quality

education and the improvement of life chances for pupils in

the community beyond that of our own schools. Teachers,

support staff, school leaders and Governors have added

expertise in working alongside colleagues to improve

provision and outcomes for pupils.

WHAT IS OUR APPROACH?

We work in partnership, pooling our expertise and

resources in order to achieve collectively what we may

not be able to achieve individually.

We believe passionately in improving the life chances

for our pupils.

We do not tolerate low expectations.

We match tried and tested strategies that we know

work to the needs of the schools and use our

experience of supporting schools in successfully

implementing them.

We promote a collaborative approach whilst

developing the capacity of each school to serve its own

community and retain its distinct identity.

We recognise the importance of individuality,

spontaneity and creativity in developing innovation .

WHAT OUTCOMES DO WE WANT?

Every teacher is a good teacher; every school is a good

school.

Teachers who use the most effective teaching methods

to motivate learners and raise aspirations. As a result

all pupils will make good or better progress.

Quality learning environments where pupils feel safe

and secure, known and valued and motivated to learn.

Robust teaching and application of ICT skills ensure our

pupils are properly equipped for the next stage of

learning.

Curriculum provision which inspires and motivates

pupils and broadens their horizons. Our curriculum

supports community cohesion through an international

curriculum strand.

We work with precision and move incrementally

towards achieving outstanding grades in the majority

of aspects of each school’s work.

Through pupil partnership work we continue to break

down locally perceived boundaries and help pupils to

work harmoniously with pupils from other areas of

Hackney.

We seek to maximise the efficiency and effectiveness

of each school by capitalising on centralised services

and sharing systems.

Find out more about Primary Advantage Federation

by visiting

www.primaryadvantage.co.uk

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Job Description - Personal Assistant to the Headteacher

Purpose of the post:

Under the guidance of senor staff, be responsible for undertaking administrative, financial, organisational processes within the school. Assist with the planning and development of support services.

To be a Personal Assistant to the Headteacher and perform all necessary tasks requested by the Headteacher.

To undertake a full range of secretarial and administrative duties to the Headteacher and to ensure the efficient and effective running of the Head teacher’s office and daily business.

Main duties and responsibilities

Organisation:

Deal with complex reception and visitor matters.

Contribute to the planning, development and organisation of support service systems/ procedures/policies.

Organise school events in line with school policy.

Supervise, train and develop staff as appropriate.

Administration:

Manage manual and computerised record/information systems.

Analyze and evaluate data/information and produce reports/information/data as required.

Undertake typing, word processing and complex IT based tasks.

Provide personal, administrative and organisational support to other staff.

Provide administrative and organisational support to the Governing Body. Undertake administration of complex procedures.

Complete and submit complex forms, returns etc., including those to outside agencies e.g. DFE.

Undertake the administration of FMS, SIMs & payroll systems.

Maintain the diary, events and schedule for the Headteacher ensuring that he/she is adequately briefed on matters to be discussed.

Process all travel arrangements for the Headteacher and provide care for his/her visitors including the provision of refreshments.

After discussion, draft, as appropriate, outgoing correspondence and school documents that are the direct responsibility of the Headteacher.

Cover for absent colleagues in the general office as necessary.

Deputise for the Federation Business Manager in his/her absence. Maintain a high degree of confidentiality with regard to issues concerning members of staff and pupils. Respond positively with tact, sensitivity and awareness to pupils and parents in relation to duties undertaken.

Communicate with necessary organisations and directed.

Work flexibly across schools.

Maintain communication to parents as directed.

Manage any projects that are requested.

Job Title: Personal Assistant to the Headteacher

Reports to: Executive Principal & Headteacher

Based: St John & St James Primary School

Key Contacts: Headteacher, teaching staff, Finance and administration staff,

Business Manager, Governors, local community representatives, union repre-

sentatives, and other external agencies

Salary: S01

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Resources:

Operate relevant equipment/complex ICT packages.

Monitor and manage stock within an agreed budget, cataloguing resources and undertaking audits as required.

Provide advice and guidance to staff, pupils and others.

Undertake research and obtain information to inform decisions.

Assist with the marketing and promotion of the school.

Assist with administration of facilities including use of school premises.

Undertake complex financial administration procedures.

Assist with the planning, monitoring and evaluation of budgets and bids.

Manage expenditure within an agreed budget.

Responsibilities:

Comply with and assist with the development of policies and procedure relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.

Be aware of and support differences and ensure equal opportunities for all. Contribute to the overall ethos/work/aims of the school.

Establish constructive relationship and communicate with other agencies/professionals. Attend and participate in regular meetings.

Participate in training and other learning activities and performance development as required.

Recognise own strengths and areas of expertise and use these to advise and support others.

This is a description of the main duties and responsibilities of the post at the date of production. The duties may change over time as requirements and circumstances change. The person in the post may also have to carry out other duties as may be necessary from time to time.

General Requirements

Take part in the school’s performance management system.

Attend governing body meetings on a regular basis.

Enhanced DBS Check.

Strong commitment to furthering equalities in both service delivery and employment practice.

You must promote and safeguard the welfare of children, young and vulnerable people that you are responsible for or come into contact with.

To Be Noted:

This is not an exhaustive list of duties and responsibilities, and the postholder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.

This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the postholder.

The postholder is expected to comply with all relevant policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and the Confidentiality of Information.

The postholder may be required to work outside normal school hours on occasion, with due notice.

Because of the nature of the post, candidates are not entitled to withhold information regarding convictions by virtue of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 as amended. Candidates are required to give details of any convictions on their appointment form and are expected to disclose such information at the appointment interview.

Because this post allows substantial access to children, candidates are required to comply with

departmental procedures in relation to Police checks. If candidates are successful in their application prior to taking up post, they will be required to give written permission to the Department to ascertain details from the Metropolitan Police regarding any convictions against them and, as appropriate the nature of such convictions.

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PersonSpecification - Personal Assistant to the Headteacher

Essential Desirable

Qualifications and Experience

NVQ Level 3 or equivalent qualification or experience in relevant discipline.

Degree educated in a relevant field (business management, finance, law)

Experience & Knowledge

Experience of development, management and operation of administrative systems.

Full working knowledge of relevant poli-cies/codes of practice and awareness of relevant legislation.

A thorough understanding of the education-al context

Skills and Abili-ties

Very good literacy & numeracy skills.

Effective use of ICT and other specialist equipment/resources.

Very good ICT skills.

Ability to relate well to children and adults.

Work constructively as part of a team, understanding school roles and responsi-bilities and own position within these.

Ability to self-evaluate learning needs and actively seek learning opportunities.

Display commitment to the protection and safeguarding of children and young peo-ple.

Able to work independently, being proac-tive and demonstrating initiative and prob-lem solving abilities.

Highly effective communications skills, particularly written communication skills.

Highly effective IT skills using a range of administrative programmes (e.g. excel, word)

Able to communicate with a range of audi-ences including colleagues, governors, officers of the County Council and suppli-ers.

Able to identify work priorities and man-age own workload to meet deadlines.

Able to show sensitivity and objectivity in dealing with confidential issues.

Able to work with precision and attention to detail.

Others

Demonstrates equal opportunities in all aspects of their work.

Able to work flexibly, as required.

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Applicants are asked to complete all the standard

information required on the Primary Advantage

application form, and to submit a supporting

statement, addressing all the criteria identified in

the person specification. Please specify the role you

are applying for Personal Assistant

The reference number for Personal Assistant is:

PA/SJSJ

Candidates are advised that when completing the

references section on the application form to please

ensure that:

• Your first referee is your current, or most recent,

employer

• You provide a referee who can confirm your ability

for the role

Shortlisted candidates will be asked to teach an

activity or lesson and will be advised of the details of

the lesson observation prior to interview.

How to apply

Candidates must ensure that if they are successful

at interview, that they are able to provide evidence

of their Right to Work and Remain in the UK. The

school is not able to employ any person who cannot

validate their Right to Work and Remain in the UK

in the line with the Asylum, Immigration and

Nationality Act 2000.

Successful candidates will be required to apply for

an enhanced Criminal Record Check via the DBS.

We are committed to safeguarding and promoting

the welfare of our children and expect all members

of staff to share this commitment.

We look forward to receiving your application.

Completed application forms must be received by 9:30 on

Monday 17th November 2014

Interviews will take place on Thursday 20th November

2014.

If you have any queries or would like to arrange to visit our

school, please contact Venessa Williams on

0208 985 2045 or email

recruitment@primaryadvantage.hackney.sch.uk

Successful Candidates

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St John & St James CE Primary School

Isabella Road

London E9 6DX

Tel: 0208 985 2045

Email: office@johnjames.hackney.sch.uk

Website: www.johnjames.hackney.sch.uk

Where to find us