Principal's PA

South Bank UTC, London, SW2 1QS

8 days remaining to apply

  • Application deadline

    27 May 2022 at 9:00am

  • Date listed

    9 May 2022

Job details

Working pattern

Contract type



G5 SUP20-SUP25 (full time salary £33,718 -£39,156 per annum) pro rated to 0.905 FTE £30,514 -£35,436per annum (actual salary)

Principal's PA job summary

Core purpose

To play a key role in the running of the UTC by managing a customer focussed administrative service through the leadership and provision of high quality professional provision. Support the Principal and senior leaders closely by providing a high quality professional administrative function. Lead on HR for the academy, working closely with central Trust staff in providing operational support for the HR function.

Key responsibilities

▪Line manage the Front Desk/Administrator, organising and delegating their work.
▪Provide general administrative support to the Academy staff and senior leadership team.
▪Provide a comprehensive PA service to the Principal, including the management of diary and in-tray.
▪Be the in-school HR lead for the UTC, administering operational HR with advice and guidance from the Trust HR Advisor.

Administration Manager Through line management and leadership of the Front Desk:

▪Manage the administrative workflow function, liaising with key academy staff to ensure timelines and deadlines are adhered to.
▪Lead regular training for the Front Desk and administration staff.
▪Take responsibility for INSET day programmes for administration staff, in liaison with the SLT responsible for CPD, providing a fit for purpose, full range of training in areas such as customer service, in keeping with the service area and in line with the organisation requirements.
▪Lead regular meetings with the administrative staff.
▪Performance manage the administrative team, conducting regular one to ones, identifying and acting on training and development needs.
▪Manage administration department expenditure within an agreed budget.
▪Lead a customer oriented front desk service, striving for quality and excellence. ▪Manage the logistical arrangements for cover of the front desk, ensuring staff break and lunch time cover is in place, taking own shifts on reception desk.
▪Model best practice and provide training in customer service for administrative staff, ensuring consistency of service and the customer always being at the heart of the function.
This should include model telecommunication strategies and conflict resolution with potentially difficult visitors/parents/students.
▪Ensure the technical infrastructure is in good working order, ie. phones/entry sign/ associated computers to ensure continuity of service, reporting any faults immediately and following up for action and resolution. ▪Ensure stationery and sundries are ordered and supplies for the entry sign system in a timely fashion.
▪Lead on high level matters regarding the entry sign system, ensuring all staff are trained on the software and are able to issue cards/sign in staff/visitors/students.
▪Take responsibility for safeguarding all entrants to the building, liaising with the senior leader responsible for safeguarding to ensure appropriate and relevant systems are in place and that administrators are following procedures.
▪Ensure front desk staff are safeguarding trained and follow statutory requirements where visitors, supply staff, contractors, parents, volunteers and other adhoc visitors are recorded appropriately and are compliant with safeguarding regulations.
▪Ensure all visitor/contractor information is recorded on the Single Central Record.
▪Through management of the administrative team, ensure the Reception desk and surrounding visitor areas are presented in a positive light, enhancing the Academy’s reputation. Also ensure the area is clean and tidy and free of obstructions (health and safety).
▪Keep a record of first aid qualifications for all admin staff, liaising with the VP responsible for CPD to book refresher courses prior to expiry to ensure continuity of service. • Model consistency of approach for first aid responses to students attending the Reception desk, ensuring supplies are replenished and do not run out.
▪Organise Reception, in the case of staff absence, to ensure cover is organised for the timeframe for Reception opening hours. • Ensure the Academy email box is monitored throughout the day, delegating this task to the Front Desk/Administrator, advising referral/escalation where required, and following up where necessary.
▪Through management of the administrative team, ensure the telephone and voicemails are answered in a timely fashion, setting KPIs, enhancing the Academy’s reputation by offering a first class service.
▪Through management of the administrators, oversee mail service, ensuring a fit for purpose function is in place, delegating franking and collation for collection at prescribed time, ensuring staff are aware of franking/post deadlines. Also ensure the franking machine is loaded at all times and has sufficient credit for holiday periods when other staff may need to access the machine to send out letters/exam results.
▪Through management of the administrators, ensure printers are in good working order for whole school letters/mailings.
▪Through management of the administrators, ensure stationery stocks are regularly replenished and items such as pens, envelopes and paper do not run out.
▪Through management of the administrators, and as HR lead, ensure entry/printer/catering cards for new staff are set up, liaising with the HR Officer during the induction process and delegating to staff to ensure cards are issued in a timely manner.
▪Undertake administrative tasks, both in delegating to the team and own self, providing a professional and timely administrative service to the UTCstaff.

PA to Principal and Senior Leadership Team

▪Plan and manage the Principal’s diary in line with agreed priorities, liaising with relevant stakeholders including students, staff, parents, MAT, Board contacts. Likewise, have access to and coordinate the diaries of the SLT in order to organise team meetings and provide availability information to staff, parents and other key stakeholders.
▪Manage the principal’s in-tray, responding to queries both in correspondence and in person referring matters and delegating actions as appropriate.
▪Manage the Principal’s signature book, ensuring papers are viewed and signed in a timely manner and returned to the relevant department/staff member.
▪Prepare papers for the Principal’s meetings, providing copies to all attendees, taking notes where required and ensuring follow up actions are completed.
▪Type and photocopy letters, reports, presentations and other such documents for the Principal and SLT, checking and quality assuring prior to distribution.
▪Quality assure whole school letters, ensuring any documentation enhances the school’s reputation.
▪In liaison with the clerk to the school advisory board and the senior leader responsible for policies, administer amendments of school policies ensuring they are ready for presentation to the school advisory board and Trust.
▪Coordinate the Principal’s travel arrangements, booking accommodation where required.
▪Maintain filing systems to ensure key papers are stored securely and are accessible when required.
▪Manage calls and visitors to the Principal and SLT, organising refreshments for ad-hoc meetings, and for regular key meetings such as advisory board.
▪Minute and follow up on action points for SLT meetings, keeping an efficient filing system and ensuring all attendees receive copies in an efficient and timely manner.
▪Maintain the school calendar, under the direction of the relevant SLT member.
▪Reconcile the school credit card in terms of collecting in receipts for all spend and recording it on the appropriate spreadsheet, liaising with school staff and finance colleagues accordingly.
▪Attend staff briefings, taking notes and distributing in an efficient and timely manner.
▪Manage hospitality for whole school meetings and events/function.
▪Order stationery and supplies for the Principal and SLT.

HR Lead Recruitment, Selection and Onboarding

▪Deployment of timelines and deadlines, set by hiring managers for recruitment and resignation periods.
▪Administering application packs, working with the appropriate HR staff and hiring managers to update job descriptions and person specifications.
▪Posting job ads on preferred websites and publications, including internal advert to all Trust employees.
▪Receiving, processing and filing applications.
▪Administering shortlisting and selection process schedules and making the associated logistical arrangements.
▪Corresponding with candidates to arrange interviews and necessary follow up.
▪Providing the relevant information to the Principal or designated member of staff to contact successful and unsuccessful candidates for offer and feedback.
▪Input all new starters into SIMS, ensuring start date is correct and personal information is captured accordingly.
▪Liaising with the relevant staff to ensure induction arrangements are in place, including setting up IT and email profiles, access keys/fobs and passes.
▪Setting up probationary meetings during onboarding, ensuring that reviews are taking place, paperwork is returned and filed accordingly.
▪Ensure all leavers are recorded on SIMS and relevant equipment and items are collected.
Also liaise with IT regarding closure of profile and email accounts.
▪Working with the HR team in reviewing and updating processes to ensure efficiencies.

Absence management and Annual Leave

▪Administer and process all leave of absence requests, ensuring appropriate supporting documentation is provided and sign off is secured from line manager, Principal and HRM.
▪Record all absences on SIMS/MIS to ensure teaching cover is organised in good time.
▪Record all absences on SIMS/MIS in an accurate and timely fashion, adding user defined fields for any categories not already recorded, to ensure integrity of data.
▪Collate and communicate to Trust HR/payroll any relevant absence information such as statutory sick pay documentation, fit notes and other documentation related to extraordinary leave.
▪Flag absence management triggers to the senior HR staff for further action.
▪Provide reports to the senior HR staff for absence management cases, and associated papers for absence management meetings.
▪Administer follow up action such as occupational health referrals and maternity risk assessments, liaising with the HR team accordingly.
▪File all informal and formal paperwork in relation to absence management on staff files.
▪Liaise with staff regarding basic absence management queries, escalating complex and difficult cases to the Trust HR team or local senior leaders.
▪Distribute, monitor and record annual leave submissions for full time, all year round staff, confirming when leave has been authorised, recording on SIMS and filing paperwork accordingly.

Performance and probation

▪Support the logistical and administration function around performance and probation processes in own school.
▪Book in target setting, interim and full probation meetings at point of induction.
▪Follow up and file relevant documentation on file and chase up/follow up where appropriate.
▪Liaise between the line manager and Trust HR in the case of any escalation of poor performance during probation to support a timely follow up process.
▪Ensure all probation paperwork is properly completed, signed/dated and filed on the employee’s file.
▪Ensure line managers have all paperwork required to complete probationary meetings.
▪Support the senior leader responsible for performance management in administering and filing all paperwork and ensuring copied are on employees’ files.

Single Central Record

▪Liaise with Trust HR to ensure all staff information is recorded on SCR from day 1 of employment, ensuring safeguarding compliance.
▪Flag any missing vetting checks to Trust HR which are preventing the SCR from being compliant.
▪Liaise with the cover manager (daily), reception staff (daily) and clerk to governors (ad-hoc) to collate and record all relevant stakeholder details on the SCR, ensuring safeguarding compliance.

School Workforce Census

▪Ensure SIMS/MIS is updated in a timely fashion and all relevant staff information is recorded for deployment of school workforce census.
▪Administer school workforce census, liaising with Trust HR where required.
▪Liaise with Trust HR and Principal regarding sign off for School Workforce Census, providing printed reports for signature and filing in a central place for future reference. Additional responsibilities
▪To promote an ethos and culture that supports the school and its aims and policies.
▪To act with integrity and respect toward all colleagues and stakeholders.
▪To prioritise the safeguarding and wellbeing of all children in the school, following statutory guidance and participating in appropriate training.
▪To comply with health and safety rules and legislation, facilitating optimum safety for staff and students at all times.
▪To act in compliance with data protection legislation in respecting the privacy of personal information.
▪To comply with the principles of GDPR in relation to the management of records and information.
▪To undertake additional duties as may be reasonably directed by your line manager where they meet the priorities of the school

Additional allowances

Local GovernmentPension, perks and benefits package, free lunch (when community dining), employee assistance programme, cycle to work scheme, season ticket loan, Specsavers eyecare, on-site gym

Applying for the job

You can find the applicant information pack and application form on the Tes website. See link below

More on how to apply (opens in a new tab)

About South Bank UTC

School type
Free School, ages 14 to 19
Education phase
View all Secondaryjobs
School size
289 pupils enrolled
Age range
14 to 19

Dear colleague,

Thank you for your interest in this role at South Bank UTC. We are at a very exciting time in our journey as we continue to grow in both size and stature within the local and wider London educational landscape.

We opened to students aged 14-19 in Brixton in September 2016 as a brand new school, and benefit from incredible specialist facilities that are the envy of many colleges and universities let alone schools. Close to central Brixton, we benefit from being in a vibrant, dynamic, rewarding and inspiring place to work, and enjoy excellent transport links. As we move forward and evolve as a specialist provision, we are currently consulting on becoming a 6thForm only Academy from September 2023and are looking to incorporate a new Finance specialism into our curriculum.

Our vision is to develop young professionals with the skills and knowledge for successful careers in the engineering and health industries. We do this through a highly specialised curriculum and offer GCSE, BTEC and A-level provision. Our curriculum is supported via our core values of INNOVATION, INTEGRITY and INTENT; these help guide students and staff alike towards excellence.

Supporting our vision and values is our mission to maximise achievement through innovative teaching and learning and high quality partnerships with London South Bank University and our Industry partners including: Skanska; Essentia; Guy’s and St Thomas’ NHS trust; and King’s College NHS trust. We are proud that our students benefit directly from real-life employer challenge projects, delivered alongside our sponsors and designed to develop authentic, contextualised learning. As a result, our students are motivated and highly engaged by the offer of a professional, mature learning environment.

Not only do our young people have the opportunity to study high quality academic and technical qualifications, they learn valuable key employability skills to equip them for the modern workplace. Our students are also fully supported through high-quality, personalised pastoral care.

This role will require high levels of personal and professional commitment and the ability to work successfully as part of a team will be essential. You will be required to be highly adaptable and flexible and will need a strong work ethic. In exchange, the UTC will offer first class career development opportunities, high quality personalised CPD, the chance to work with cutting edge equipment, with engaged employer and university partners and an outstanding group of young people.

You will have the unique opportunity to play a central role in developing an exceptional UTC. We would love to hear from you if you feel you have the skills and expertise we need for this key role. Do contact me directly should you wish to discuss the role in more depth.

Yours faithfully,

Austin Sheppard

School location

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