Personal Assistant and Office Manager
Henley Bank High School, Gloucester, GL3 4QF8 days remaining to apply
Start date details
As soon as possible
Closing date
7 February 2025 at 11:59pm
Date listed
23 January 2025
Job details
Job role
- Other support roles
Visa sponsorship
- Visas cannot be sponsored
Working pattern
- Full time: 36.00 hours per week, Monday to Thursday 8.15am – 16.00pm and Friday 8.15am – 15.45pm, with a 30-minute unpaid lunch break. Flexibility around working hours can be considered and discussed at interview. Please note, the job is full time, Term Time only plus Inset days and 2 weeks holiday working
Contract type
- Permanent
Full-time equivalent salary
- £28,624 - £35,235 FTE (£25,888.57 - £32,275.27 actual salary)
Pay scale
- NJC Grade H, Scale Points 14-25
What skills and experience we're looking for
We are looking for a Personal Assistant and Office Manager.
This is an exciting opportunity to join GLT / Henley Bank High School and become an integral member of the Support Team.
At Henley Bank High School, our aspiration is for all our staff and students to leave our school with practical wisdom gained through the teaching of intellectual, moral, civic and performance virtues.
We are a successful secondary school based in Brockworth, extremely close to junction 11a of the M5. The school has consistently been achieving excellent academic results over the past few years with the GCSE results of 2023 being in the top 1% of results in the country, as well as the highest results for any non-selective school in Gloucestershire.
We opened our Sixth Form in September 2024 and are really excited to see what the next stage in the school’s journey will be. A crucial element of the school’s vision is ensuing that we are preparing our young people for the world of tomorrow. This role plays an essential part in achieving this.
Greenshaw Learning Trust is a highly successful multi academy trust that provides excellent quality, comprehensive, non-selective and inclusive education through primary schools and secondary schools. Our schools are based in London, Surrey, Berkshire, Gloucestershire and South Gloucestershire, Bristol and Plymouth. We also have three shared service hubs with remote / hybrid working opportunities where appropriate. We are building a family of like-minded schools, that collaborate to provide mutual support, share their good practice and learn from each other, whilst retaining and developing their own distinctive character. We thrive from collaboration at every level. We encourage a culture of sharing ideas and learning from one another. As a Trust of schools, we are ‘Always Learning’.
To get a feel of life at Greenshaw Learning Trust, please download our ‘Why you should work for GLT’ recruitment brochure on our job’s portal.
Main responsibilities – Personal Assistant:
- Ensure that the Headteacher diary is properly and accurately maintained making appointments and arranging meetings. Servicing all these meetings as appropriate
- Ensure that the Headteacher is organised with all relevant information for meetings and events
- Manage and co-ordinate the emails of the Headteacher
- Maintain confidential secretarial cover for the Headteacher and Senior Leadership Team (SLT) including the servicing of SLT, and other agreed meetings. Composing confidential reports, letters and memoranda
- Receive and entertain visitors to the Headteacher
- Ensure the provision of hospitality on behalf of the Headteacher and Senior Leadership Team in respect of visitors and meetings
- Answer the telephone, screen calls, deal with queries, take oral and written messages. Where appropriate, provide the caller with the information requested or refer to an alternative source
- Oversee the receipt of all internal and external mail for the Headteacher and redistribute it as appropriate or directed
- Organise suitable filing systems ensuring sensitive information is collated
- Ensure the preparation and provision of papers required for meetings attended by the Headteacher and, when necessary, attend such meetings and take minutes
- Maintain the records system relating to confidential papers, correspondence, agendas and minutes
- Supporting the Headteacher with local personnel contract matters
- Co-ordinate the School calendar and ensure it is accurately maintained
- Ensure that the Headteacher diary is properly and accurately maintained making appointments and arranging meetings
- Maintain confidential secretarial cover for the Headteacher including, collating confidential reports, letters and memoranda
- Maintain documentation pertaining to the School Development Plan (liaise with Headteacher, SLT, Heads of Department/Learning Areas/Departments and Trustees)
- Ensure the Headteacher responds to and addresses any complaints or concerns about the school
- Produce the School Newsletter, organise the school prospectus and other marketing material and the distribution of these
- Ensure the school website is maintained. Collect and co-ordinate information for the website and update as necessary working with the school IT Technician
- Ensure social media is kept up to date and maintained with relevant content alongside the school IT Technician
Main responsibilities – Office Manager:
- Line Manage the Reception / Administration Team to ensure a first-class service is provided from the front of house
- Line Manage, oversee and support the day-today management of the First Aid provision with support from the Designated First Aid Lead
- Line Manage and support the Admissions Officer to ensure the operational delivery of an efficient and effective admissions function for the school
- Ensure structures and processes are in place for all tasks
- Develop individuals to ensure CPD opportunities are available
- Support the day-to-day management of the school by the provision of a comprehensive, confidential and personal secretarial and/or administrative service through the application of discretion and a high level of initiative
- Share in general distribution of mail as and when required
- As required, answer telephone, deal with queries and take oral or written messages and determining what may be pursued on own initiative and what may need referral to relevant personnel
- Supporting central administration and organisation by undertaking delegated tasks from other members of SLT as required
- Maintenance of confidential records and associated filing
- Participation in the provision of hospitality on behalf of the school in general
- Providing cover for colleagues within the Administration team during breaks, staff absence or peak workloads as required
- Co-ordinate the Performance Management process for support and teaching staff to ensure meetings and paperwork completed within the Appraisal cycle timescales
- Co-ordinate staff training needs following the Appraisal cycle for all staff and maintain the staff training record to include all training on a regular basis
Main responsibilities – Systems Information Liaison:
- To be the main communication channel between the headteacher and the Shared
- Services
- To coordinate actions from all shared service line management including Catering, ICT, HR, Finance, Estates and Site
- Liaise with the Senior Leadership, Shared Services staff, parents and the wider community, dealing with immediate issues, as appropriate
- To be keep abreast of any long-term projects for the school
- As a S&I Liaison, you will be part of a network with other colleagues in GLT schools who will potentially have similar roles to your own
- You will be supported by the Systems & Integration Team and anyone new to the network can be assigned a 'buddy' as well so you can ask for help and advice whenever it is required
You will need:
- Strong academic record, including English and Maths GCSE at Grade 4 or above or equivalent (Previously grade C or above)
- NVQ Level 3 Business and Administration or equivalent, and appropriate relevant experience of Administration /PA
- Experience user of Office Suite applications i.e Excel Word and Google Docs
- Experience of diary management and correspondence management
- Previous administrative / PA experience
- Previous experience of managing a staff team
- Previous experience of conducting Line Management/ Personal Management Review Development
- Demonstrating strong organisational skills
- Ability to maintain confidentiality at all times
- Ability to be flexible and supportive to colleagues
- Enthusiastic and willing to learn new skills
- Ability to work within the School policies and procedures with an awareness of equal opportunities
- Be able to form positive relationships with students and maintain a firm and friendly approach to supporting students within the school
- Ability to work effectively in a team and as an individual
- Display a conscientious and logical approach to the variety of tasks necessary for the smooth running of the School
- Good verbal and written communication skills
- Ability to organise work, prioritise tasks and manage time effectively
- Ability to produce accurate minutes of meetings
- Ability to deliver a customer focused service with a positive and supportive approach
- Resilience, tact and diplomacy, even when under pressure
- Be personable and set a good example to colleagues and students
- Efficient, accurate and excellent attention to detail
- Ability to work under pressure and to strict timelines
- Excellent organisational and administrative skills
- High standard of literacy and numeracy
What the school offers its staff
What’s in it for you:
- Professional development and career progression
- Generous pension scheme
- An Employee Assistance Programme
- Gym Discounts
- Free eye tests
- Cycle to work scheme
- Green car scheme
- Access to Blue Light Card Scheme
- Access to Teacher Art Pass Scheme (teachers only)
- Being part of a great team and expanding organisation
Commitment to safeguarding
Greenshaw Learning Trust is committed to safeguarding and promoting the welfare of children and young people therefore this appointment will be subject to vetting, including an enhanced DBS disclosure.
Applying for the job
Apply for the job by following the link below.
CVs are not accepted.
Upload additional documents
If you need these documents in an accessible format, please contact the school.
About Henley Bank High School
- School type
- Academy, ages 11 to 18
- Education phase
- Secondary
- School size
- 825 pupils enrolled
- Age range
- 11 to 18
- Ofsted report
- View Ofsted report (opens in new tab)
- School website
- Henley Bank High School website (opens in new tab)
- Email address
- jhowells@henleybankhighschool.co.uk
- Phone number
- 01452 863372
Henley Bank High School is a 11 – 16 mixed comprehensive secondary school and is situated in Brockworth, Gloucester. We currently have 750 students on roll, with staff providing teaching, pastoral care and other support across the school. We had our first Ofsted inspection in June 2022 and were extremely proud of the outcome which was good in all categories. We are also extremely proud of the results our Year 11 students have achieved and the dedication that they and our staff have put in to achieve this is outstanding.
At Henley Bank High School, our aspiration is for all our staff and students to leave our school with practical wisdom gained through the teaching of intellectual, moral, civic and performance virtues. We build character implicitly, through our world class curriculum, teaching and learning in the classroom and explicitly through our Legacy Programme and Pastoral Systems. We aim to guide our students in becoming well rounded citizens of the future who can lead with honesty, integrity and resilience. The importance we place on this has been recognised through the school being awarded the Character Kitemark accreditation. Our Legacy programme and values of Ambition, Creativity, Confidence, Determination and Respect are the foundations of our Character Education programme.
All students have an entitlement to a broad, balanced and relevant curriculum. We believe that all students with additional needs should be taught wherever possible, with their peers in mainstream classes by subject specialists who use a range of teaching methods and strategies to develop students' knowledge, skills and understanding. Henley Bank High School was the winner of the NASEN Award for Secondary Provision which demonstrates the value that we place on our support provided within the classroom across all subjects within the school.
As a school, we really celebrate being a team and a ‘family’. This is crucial to us to ensure collaboration and support as well as ensuring that staff, students, parents/carers and the wider community feel invested in improving the school and the chances of success for our students. A huge amount of work has gone into developing this school over the last few years and we are so excited to welcome new members of staff to help continue this development, as well as bring their own ideas and enthusiasm.
We are ambitious about diversity and inclusion and very much look forward to receiving applications from candidates whose personal qualities and values reflect those in the person specification and whose experiences also place them in a strong position to deliver the challenges set out in the job description. We encourage applications from candidates regardless of age, disability, gender identity, sexual orientation, pregnancy, marital status, religion, belief, or race.
Arranging a visit to Henley Bank High School
To arrange a visit and increase the chance of a successful application email jhowells@henleybankhighschool.co.uk.
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