Weald of Kent Grammar School Academy TrustJob Title: PA / Office Manager

Reports to: Director of Resources (DOR) Job Holder’s Name: TBC

Location: Weald of Kent Grammar School Post Number: N/A

Date: September 2013 Grade: KR7

The Governing Body is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. An Enhanced DBS check will be carried out for the successful candidate.

Purpose of Job:

The Office Manager / PA will take responsibility for leading, organising and supervising the Administration Team to deliver a professional, efficient and cost effective administrative and communication service. A proactive approach to developing the team members’ ability to achieve high professional standards within the team, both individually and collectively, is a core focus.

The post holder will also provide administrative PA support to relevant members of the Senior Team.

Supervision:

Direct supervision is minimal – organisation of own workload and priorities on a day to day basis using own initiative and knowledge of work. Regular meetings will occur with the DOR and relevant Senior Staff to review priorities.

Due to the routine of schools, the workload may not be evenly spread throughout the year.

Job Context and Accountabilities:

Working within the strategic direction set by the school on administration, communication and customer service Finding efficient solutions to all aspects of the administrative and communications processes. Proactive development to increase cost effective efficiency through the use of alternative

processes or technology.

Lead, develop and enhance the practice of all members of the administrative team Play a key role in the selection of staff. Develop teams and individuals to enhance their performance through their ownership of their

professional development plans and through the school’s performance development system. Create, maintain and facilitate effective relationships.

Be accountable for leading, managing and developing the administrative, communication and customer service process within the school Operation and control of all relevant budgets. Providing a professional efficient and cost effective service, with a ‘right first time mentality’ and

minimal errors. Bring about, monitor and evaluate a culture that will bring positive benefits to student learning.

Supporting relevant members of the Senior Team Provide a range of administrative services to Senior Staff for events and training activities such as

onsite training courses, administration and PA support for Teaching Schools, paperwork and liaison with students for Duke of Edinburgh.

Personal qualities:

Works with minimal supervision Pragmatic, optimistic, positive with a flexible attitude Enthusiastic, self-motivating and strives for continuous success Embraces change optimistically Respects the needs of students and parents Enjoys working with young people Enjoys and has the ability to work as part of a team Displays a commitment to respect for others Strong sense of self-worth and capability Proactive and forward thinking Able and comfortable in taking responsibility Commands respect - good role model Adaptability – willing to learn new skills Innovative thinker Makes positive contribution to the School Able to multi-task and work under pressure Decision maker

Knowledge and skills:

Well developed interpersonal and leadership skills Line management experience, including experience of performance appraisal A good standard of education and experience in relevant disciplines Good numeracy/literacy skills Expertise in the use of relevant ICT packages (such as Microsoft Office, Outlook and relevant MIS

system) Good organisational skills

Specific Duties – Office Manager / PA:

To provide administrative support to relevant Senior Staff for:o Planning and delivering events and training courseso Teaching Schools o Duke of Edinburgh

To operate and keep up to date the administrative systems within the school To direct and monitor an effective reception service for the school To line manage the:

o Admissions Administrator (admissions process at 11+ and entry into Key Stage 3 and 4 in other years groups)

o Receptionist o Administration Assistant (events)

To oversee the annual Pupil Data Check process To keep abreast of new technologies and ICT developments To manage whole school event management within the school To be involved in all communications within the school and with the immediate community To manage the preparation of the school annual surveys

Personal Development:

Undertake appropriate and regular training to maintain his/her knowledge base. Attend briefings and performance monitoring meetings and participate in professional development

opportunities. Keep up-to-date with current educational developments and legislation.

Thinking Schools

The Weald of Kent is committed to developing fully the independent thinking skills possessed by our students. We commenced in September 2011 our journey towards becoming officially accredited as a Thinking School. Our whole staff have been trained in the use of Hyerle’s Thinking Maps and the first ten of Tony Ryan’s Thinkers’ Keys. Thunks are used throughout the school to stimulate our students’ thinking. We aim to develop our students’ ability to move from sharing what they know to how they know something. All staff throughout the school are expected to engage with our work as a Thinking School and use thinking methodologies in their lessons. This year all staff have been trained in the use of Habits of Mind and the last ten of Tony Ryan’s Thinkers’ Keys. This is an exciting time to join the Weald of Kent as we continue to develop our work as a Thinking School.

Staff Development

As an accredited ‘Investors in People’ school we are passionate about staff development and believe that every employee should have an individual development plan. Plans are tailored to help and support staff in new positions, existing posts and preparation for promotion. A whole range of developmental and capacity building training is available, supporting staff to develop their skills and professionalism. This includes:

A well-established, tailored, induction programme Performance development programme CPD days and CPD workshops Relevant external courses and training Thinking Schools Training Mentoring-Coaching programme Investment in Excellence (IiE) Embedding Outstanding Teaching Embedding Outstanding Leadership

The post is permanent for 37 hours per week (8.30am-5.00pm Monday-Thursday, 4.30pm Friday) plus 5 CPD days plus 10 days during school holidays (including 1 hour unpaid lunch). The salary for this post is Kent Range 7 (£20,671 - £23,517 pro rata £18,231.82 - £20,742)

If you would like to work in a forward-looking environment where students are well motivated and Leadership is supportive – this could be the position for you!

The closing date for this position is Wednesday 26 June 2013 (midday).If you are short-listed, references will be requested during the week commencing 24 June 2013

and interviews on Tuesday 2 July 2013.

Due to postal and administrative costs only short listed candidates will be contacted further.

PERSON SPECIFICATION: Office Manager / PA

Qualifications & Experience:Essential Desirable NotesEducated to at least GCSE Grade C standard or equivalent in English and Mathematics

Certificate/s to be available at interview

Experience of working in a busy, sometimes pressurised, office environmentProven experience in a PA and/or Office Manager role including hospitality

Minimum of two years’ experience

Experience of managing and maintaining accurate records and filing systems

Further education qualification/s in relevant field

Certificate/s to be available at interview

Experience of working in a school or similar establishment in the role of an Office Manager and/or PAExperience of staff recruitment and selection and other HR proceduresFirst Aid qualification or willingness to gain one

Knowledge & Skills:Essential Desirable NotesExcellent people skills with an ability to build and form good relationships with students, colleagues and other professionalsAbility to organise tasks with minimum supervisionAbility to deal with unexpected / difficult situationsAbility to use own initiative as well as work proactively as part of a team, understanding school roles and responsibilitiesExcellent and meticulous organisational skillsExcellent verbal and written communication skills

appropriate to the need to communicate effectively with colleagues, students, other professionalsGood standard of numeracy and literacy skillsAbility to absorb and understand a wide range of informationAbility to manage and deal with confidential data / issues appropriatelyExcellent IT skills - ability to effectively operate a full range of ICT equipment and other resourcesConsiderable secretarial / word processing skills with clear working knowledge of Word, Excel and Powerpoint, databases and internet systems

Ability to use shorthandKnowledge and understanding of Safer Recruitment requirements in schoolsOperating and monitoring budgets, and providing required reportsWorking knowledge of relevant policies, procedures, codes of practice, and awareness of relevant legislation such as School Governance, Freedom of Information Act, Copyright etc.

Personal Qualities:Essential Desirable NotesTo have a positive and professional demeanourAbility to show initiative and prioritise own work and that of others, even when under pressureAbility to follow direction and work in collaboration with the DORAble to work flexibly to support others and respond to unplanned situationsAbility to attend evening meetings as requiredDesire to enhance and develop skills and knowledge through CPDEvidence of excellent attendance and punctuality recordCommitment to the highest standards of child protectionRecognition of the importance of personal responsibility for Health & SafetyCommitment to the school’s ethos, aims and its whole community

Leadership Skills:Essential Desirable NotesVision for high performance, high standards and confident self-imagePositive relationships and collaborations with all stakeholders to secure the best outcome for students