Operational School Administrator and PA to the Headteacher - Alfriston School

Overview

This is an incredibly exciting time to join the Alfriston school team, our school community is one that is rooted in nurture, relationships and bold aspirations.

We are seeking a highly organised and detail-oriented Operational School Administrator with PA responsibilities, to oversee the daily operations of the school and be a personal assistant to the Headteacher. This role plays a vital part in ensuring that all administrative functions run smoothly, allowing faculty, staff, and students to focus on learning and academic achievement. The ideal candidate will have strong multitasking skills, excellent communication, and the ability to manage a variety of responsibilities in a fast-paced school environment.

If you are someone who is passionate about enabling success for students with special educational needs and disabilities and are energised by multidisciplinary and integrated working models then we would love to hear from you.

Start Date: As Soon As Available

Term time only: Yes + 2 Additional Weeks (41 Weeks)

Salary Type: Bucks pay

Salary details: BPR 4 ISN 21-25 £29,477 - £31,645 Pro Rata Actual Salary £23,241 - £24,950 Per Annum

Contract type: Permanent

Hours: Full Time – 37 Hours Per Week

Closing date: 06/01/2025 12:00

Interviews to be held: Thursday 9th January 2025

About us

Alfriston School is based in Beaconsfield. The school benefits from outstanding modern facilities, all of our classrooms are fully equipped with interactive screens and access to class sets of laptops or iPads. All teachers are provided with a laptop that is renewed every three years. The school enjoys a recently modernised performing arts and music facilities that include the use of a dance studio, sound/recording studio and performance space, along with our exceptional sports facilities that caters for a range of indoor and outdoor activities including mountain biking, trampolining, cycling, football and many others. The school also enjoys use of its spacious swimming pool designed by a bespoke architect, as part of an upgrade of the sports facilities at Alfriston, the architects developed a concertina-like roof structure that echoes the shape of the pitched roofs on other buildings in the area causing minimal sound reverberation which is beneficial for the use of our students with their Special Educational Needs.

Staff often remark that Alfriston it is a great place to work. Staff retention is high which we think reflects the supportive and friendly environment in which we work. Our students are inspirational and full of potential. Staff feel they are people “You just want to be with!”
Having been rated ‘outstanding’ by Ofsted in July 2013 it was noted “The excellent personal and academic opportunities offered ensure that the school makes a huge difference to the lives of students. As a result, all groups achieve outstandingly well from their individual starting points.”

Alfriston offers a wide and diverse range of professional development opportunities for staff, including the opportunity to train with Astra School Centred Initial Teacher Training (SCITT), a local Ofsted-outstanding school-centred teacher training provider.

Alfriston School also offers staff:
• A friendly working environment
• Supportive and caring colleagues
• Excellent opportunities for professional development
• Onsite parking
• Transport links (Chiltern Line and close to the M40)
• Discount on hire of selected school facilities
• Close to local amenities

Website: http://www.alfristonschool.com/

About the role

Main Purpose
To offer confidential and personalised support to the Headteacher and handle various administrative duties across the school, ensuring the smooth and efficient operation of daily activities.

Duties and responsibilities:
Operational Administrative Tasks
• Assist in the coordination and execution of day-to-day operational processes, ensuring alignment with school goals and objectives.
• Work closely with the Deputy Headteacher to assist with timetabling
• Contribute to the arrangements in place to cover staff absences
• Managing progression data using the appropriate software.
• Act as a point of contact between departments to facilitate communication and resolve issues, by creating and maintaining a whole school calendar ensuring smooth workflow across the school.
• Support the Headteacher in all aspects of school compliance and regulatory requirements, as stipulated by the latest Ofsted framework for policies etc.
• Manage all parent communications, ensuring information is shared promptly, accurately, and effectively.
• Assist with the implementation and monitoring of operational projects, ensuring timelines and deliverables are met.
• Assist in the preparation and analysis of operational reports to identify trends, track performance, and provide insights to support decision-making.
• Participate in process improvement initiatives to optimise workflow and increase operational efficiency.
• Participate in the administration and compliance of education and healthcare plan (EHCP) annual review processes alongside relevant colleagues.

Managing Enquiries
• Act as the first point of contact for staff, parents, governors and other stakeholders looking to speak with the Headteacher
• Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner
• Assist with managing the Headteachers email inbox, ensuring the school meets its expected response times and emails are acted on
• Manage enquiries and requests efficiently, referring where necessary
• Welcome visitors on behalf of the Headteacher
• Assist staff, parents, governors and other stakeholders with the information and support they need
• Handle all confidential correspondence with discretion

Undertake any other duties and responsibilities from time to time that may be reasonably required by the Headteacher or the Senior Leadership Team.

About you

Essential Experience
• Proven experience as a Personal Assistant, Administrative Assistant, or in a similar administrative or support role.
• Experience in providing high-level administrative support to senior leadership or management.

Desirable Experience
• Experience of working within an educational environment mainstream or special
• An understanding of school office systems, procedures and policies
• Experience in EHCP administration and statutory deadlines and/or a willingness to undertake training in this area

Essential Knowledge and Skills
• Excellent organisational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills, with a high level of professionalism in all interactions.
• Ability to maintain confidentiality and handle sensitive information with discretion and integrity.
• Strong IT skills, particularly with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to work independently and proactively, using initiative to anticipate needs and solve problems.
• Awareness of General Data Protection Regulations (GDPR)

Desirable Knowledge and Skills
• Experience in working with School Management Information Systems (MIS) or Databases (Arbor, SIMS etc)

Personal Qualities
• Confidentiality, tact and discretion combined with a calm personality and sound judgement
• Enthusiastic and approachable
• Positive and friendly personality
• Flexible and adaptable (to work and time)
• Sense of humour (desirable)
• Commitment to professional development
• Hardworking and conscientious
• To show loyalty and commitment to the school
• Self-awareness, a reflective practitioner who embodies professional habits of integrity and is able to take steps to regulate themselves and remain calm under pressure.
• Proactive and solutions focused

Other information

Visits to the school are warmly welcome. To arrange a visit or to find out more about the role, please contact Ellie Davison on the number below.

Please send completed application forms to the email address below.

Tel No: 01494 673740

Email: [email protected]

We are committed to safeguarding and promoting the welfare of children which will be reflected throughout recruitment. The selected candidate will be required to provide suitable references and undergo an enhanced Disclosure and Barring (DBS) check before taking up the post.

This post is exempt from the Rehabilitation of Offenders Act 1974 and therefore applicants are required to declare:

• All unspent convictions and conditional cautions
• All spent convictions and adult cautions that are not protected (i.e. that are not filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2020).

For further information on filtering please refer to Nacro guidance and the guidance issued by the Ministry of Justice (see, in particular, the section titled ‘Exceptions Order’).

It is an offence to apply for the role if you are barred from engaging in regulated activity relevant to children. All shortlisted applicants will be required to complete self-disclosure form and return prior to interview.