PA to Second Master in Birmingham

Birmingham Full-Time On-site

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King Edward VI Independent Schools,

The postholder will work closely with and support the Second Master, King Edward's School, through a high-level of professionalism to accomplish responsibilities and tasks. Specific responsibilities and requirements will vary depending on the needs of the School but will centre on effectively managing a wide range of high-level administrative tasks including executive communication, handling of corporate documents and arranging events. The postholder will also provide some minor support to the Deputies.

The ability to anticipate and prioritise at pace is essential, additionally, the Personal Assistant must possess excellent attention to detail and organisational skills, remain calm and collected under pressure and have the initiative and intelligence to resolve difficult situations. Communicating in a personable and friendly manner to all internal and external stakeholders are also pre-requisites.

Role And Responsibilities

The responsibilities are not exhaustive. Duties will likely include the following that are commensurate and expected of the postholder.

To provide a full and confidential Personal Assistant service to the Second Master by ensuring matters are dealt with promptly and appropriately
Act as the Second Master's representative in all dealings with internal and external contacts (pupils, parents/carers, colleagues, visitors, donors etc.) and to do so with professionalism and courtesy
Administer all travel arrangements and claims on behalf of the Second Master
To be the first point of contact for all stakeholders wishing to communicate with the Second Master with the ability to triage requests using sound judgement
To organise the Second Master's diary ensuring co-ordination with other Leadership Team/stakeholders and anticipating needs in advance to ensure all necessary arrangements are put in place
Ensure the Second Master is fully briefed and prepared in advance of all meetings and events and provided with the relevant documents/information/resources
Conduct research and fact-finding for the Second Master (and other Leadership Team members as directed by the Second Master)
Ensure smooth communication across the School and to establish a good working relationship with the Executive Assistant to the Chief Master & Principal and the PA to the Head of School, King Edward VI High School for Girls alongside the King Edward's Schools Foundation Office and other Schools
Take accurate minutes at meetings and committees
To compile agendas for meetings chaired by the Second Master and other such meetings as required
Arrange catering and refreshments for meetings and events arranged by the Second Master or at the request of the Chief Master and Principal, as specified
To monitor, manage and upload returns to external portals such as the Independent Schools Inspectorate and Independent Schools Association
Liaise with the local authority when necessary Cover Reception if required Assist in the organisation of School-wide events (i.e. events, receptions, etc.) on behalf of the Second Master
To accompany and assist the Second Master with meetings and all events involving donors, fundraising initiatives, dignitaries and other VIP events as required
Provide administrative support for the Second Master's teaching responsibilities and pupil activities
Provide administrative support to the Senior Deputy Head (Pastoral), the Deputy Head (Academic) and the Deputy Head (Co-Curricular) as directed by the Head of School
Attend Awards Evening and Awards Afternoon as required
Carry out photocopying and preparation of material for the Second Master as required
To assist the HR team on interview days if required
Design and implement administrative systems and processes at the discretion of the Second Master
Prepare report/document templates as required
Carry out any other reasonable duties required by the Second Master or Director of Finance and Operations.

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