Executive Assistant

Main Duties and Responsibilities

Provide comprehensive and confidential executive support to the Headteacher and Senior Leadership Team.

Manage complex diaries, meetings, correspondence and communications on behalf of senior leaders.

Ensure efficient administrative systems and processes are established, maintained and continually improved.

Prepare, proofread and distribute reports, presentations, agendas, minutes and other documentation to a high professional standard.

Coordinate school events, meetings and functions, ensuring effective planning and delivery.

Staff Recruitment:

To act as main contact for all staff recruitment enquiries.

Deal with the production of all documents related to the recruitment process e.g. adverts, job information packs, reference requests, candidate and appointee correspondence etc, and managing vacancies on My New Term.

Organise shortlisting and interview programmes, liaising with staff, governors etc. as needed.

Manage interview days including accommodation arrangements, document checking and hospitality.

Liaise with the Operations Manager to ensure all relevant clearances including DBS checks etc, are completed to facilitate the issuing of contracts.

Staff Personnel Support:

Maintain confidential staff personnel files.

Ensure the Single Central Record is accurate, up to date and fully compliant with Trust policies and the latest DfE guidance.

Issue and produce new and variation staff contracts.

Liaise with finance to provide new starter information, staffing changes and payroll related queries.

Complete maternity risk assessments and be the main point of contact for maternity, paternity, adoption and shared parental leave requests.

Liaise with the Operations Manager to complete all new starter processes, including creation of new staff accounts on the appropriate system e.g. SAMpeople and Bromcom.

Update staff contracts and staff pay details as and when required.

Keep accurate records of Safer Recruitment training.

Liaise with the Chief Financial Officer regarding staffing updates.

Governance and Compliance:

Act as the school's lead officer for governance administration, serving as the key point of contact between the school, Governing Body, Trust Governance Professional, Clerking service and Trust leadership teams.

Provide professional support to the Governing Body and its committees, including meeting planning, agenda coordination, circulation of papers, attendance at meetings and the production of accurate minutes.

Ensure governance arrangements comply with Trust policies, statutory requirements and governance best practice, including maintaining an appropriately constituted Governing Body and supporting governor appointment and election processes.

Maintain accurate governance records, including membership, terms of office, attendance, training records and declarations of business and pecuniary interests.

Support the induction, development and ongoing training of governors, including those undertaking leadership roles such as Chair and Vice-Chair.

Manage governance information and documentation in accordance with legal, regulatory and Trust requirements.

Ensure statutory governance including GIAS, policy and website publication requirements are met and remain up to date.

Support the Governing Body in fulfilling its statutory responsibilities through the provision of timely information, procedural advice and administrative support.

Coordinate and clerk governance processes relating to complaints, exclusions, suspensions, appeals and other statutory panels, including the preparation and distribution of associated documentation.

Work with the Headteacher and Senior Leadership Team to support the implementation, review and monitoring of Trust and school policies.

Other Responsibilities:

Production of confidential correspondence and reports.

Co-ordinate the production of internal and external communication such as newsletters, staff bulletins etc.

Organise meetings and appointments, and taking minutes as required.

Produce statistical information as required.

Assist with financial queries, approving orders and liaise with the finance department regarding invoices and money collections.

Maintain and monitor student exclusion records and provide information to SLT, Governors, Local Authority, etc. and logging on the relevant systems.

Liaise with various professional bodies associated with the school, including Educational Psychologists, EWOs, etc.

Assist with the updating of the school website content.

Assist with the marketing and promotion of the school.

Assist with arrangements for events and activities such as parents’ evenings, record of achi