- To provide professional and comprehensive administrative support to the Surmaster.
- The responsibilities and duties of the PA to the Surmaster listed below are not intended to be exhaustive. It is anticipated that these duties and responsibilities may change from time to time.
- Act as a gatekeeper to the Surmaster.
- Deal with all incoming communication, where possible, and ensure appropriate action and follow up.
- Diary management – organising and planning the Surmaster’s time including travel arrangements and meeting preparation.
- General administration, record-keeping and filing – to include: Complaints and Concerns, Teaching Staff Induction and Training, Teaching Staff Appraisals, Teaching Staff Probations.
- Completion of tasks, reports and letters as required at various times throughout the academic year.
- Minute regular formal meetings, and others as required.
- Hospitality arrangements for meetings relating to the Surmaster, to include meet and greet, catering and room set up.
- General office management as required.
- Work in conjunction with the High Master’s PA to provide absence cover as and when required (holidays and sickness).
- Be familiar with the key school decisions, strategies, and policies.
- Understand school processes, in particular those overseen by the Surmaster (e.g., Inspection, Probation, Appraisal, management of INSET/CPD, Crossing the Bar).
- Support the administrative function across the school and aid/cover as and when required, as directed by the Surmaster.
- Undertake any other reasonable duties as required, providing that such duties are appropriate to the role.
- All staff have a responsibility and duty of care to safeguard and promote the welfare of pupils. Staff must be aware of the systems within the School which support safeguarding and must act in accordance with the School’s Safeguarding & Child Protection policy and Code of Conduct. Staff will receive appropriate child protection training which is regularly updated.
Specific tasks relating to the Surmaster:
- To provide a courteous, professional, confidential and knowledgeable point of contact for people both within and outside the School who wish to communicate with the Surmaster; parents, pupils, staff and external agencies.
- Management of Surmaster office budgets, to include Establishment and Hospitality, including budget forecasting and monitoring spending.
- Coordination of all Surmaster-hosted events, including annual welcome evenings for new staff and new parents, prefect/senior management team dinner etc.
- Administration of staff and pupil disciplinary procedures as necessary.
- Organisation of new teaching staff Surmaster lesson observations.
- Administration of teaching staff appraisal process; to include all administration relating to the appraisal of line reports to the Surmaster, including Google Forms and gathering feedback.
- Assisting with the management of teaching staff internal roles, including maintaining records of SRA allocations and recruitment.
- Administration for the start and end of term, liaising with Deputy Head Co-curricular regarding arrangements. Assist Deputy Head Co-curricular in arranging and collating content for whole-school assemblies.
- Administration of documentation relating to all new pupils on entry to St Paul’s Senior School.
- Maintain and update records of current pupils on iSAMS in conjunction with DH Pastoral PA, via ‘Change my details’ email address. To include an annual check for all current parents.
- Maintain pages on the school’s intranet, including oversight and coordination of updates to the staff handbook.
- Coordination and minute-taking of staff meetings as required, to include SPS Executive meetings.
- Minute taking of disciplinary meetings with pupils and parents, and, if necessary, for staff disciplinaries.
- Organisation of school photographs – whole school, leavers, and individual portraits of pupils.
- Trigger Leaving Staff Farewell Dinner and coordinate Prefects’ Dinner with the U8 Undermaster.
- Inspection administration.
- Booking of CPD for SPS teaching staff.
- Recording staff absence and associated communications and reports.
- Write ‘Proof of Education’ letters for current and ex-pupils, as and when required.
- Compile the Head’s Report for the Governing Body.
- Administration for teaching staff applications to ‘Cross the Bars’ on the Academic Pay Spine.
- Collate responses for Apposition Special Prizes, and communicate results across the school.
- Compile senior staff non-term time availability and contact lists, and circulate accordingly.
Essential skills and qualifications
- Autonomous and flexible.
- Efficient and meticulous.
- Exceptional interpersonal skills.
- An ability to work as part of a high-performing team.
- Highly literate with excellent written and verbal communication skills.
- Good time management with the ability to work under pressure and prioritise as necessary.
- The ability to work with discretion at all times.
- Able to take responsibility with a ‘can do’ approach.
- Advanced IT skills – knowledge of Microsoft Office and Google Apps to an advanced level.
Desirable skills and qualifications
- Educated to degree level, or equivalent experience.
- Ability to touch type and be proficient at shorthand is preferable, including minute taking experience.
- Experience in a similar role within the education sector.
- Supervisory/line management experience.
Background and Terms of Employment
Our founder John Colet opened the doors to St Paul’s School in 1509 to educate boys regardless of race, creed or social background. We are committed to our founder’s vision and offer financial support to every boy who is successful in gaining a place at the school on academic merit and fulfils the means-tested bursary criteria. The quality of a St Paul’s education is dependent upon the quality of its staff so we recruit high quality people and look after them well. St Paul’s embraces diversity, inclusivity and equal opportunity and we are committed to building a team that represents a variety of backgrounds, personalities and skills.
We hope that working at St Paul’s might be right for you. The atmosphere is relaxed, friendly, supportive and purposeful. We are a thriving organisation that draws upon a wide range of different skills, qualifications, roles and responsibilities, whether teaching or other support staff and personal professional development for all staff is a high priority. Our pay and package are generous by sector norms and includes the following:
£40k to £45k pa + benefits.
- Hours of work
The post is full time, all year round. The hours of work are 40 hours per week Monday to Friday. During term time, the working hours are 8am – 6pm, including one hour for breaks. The working hours during the holiday periods are 6 hours per day with flexible start and end times to be agreed with the Surmaster. The seniority of this position means that you are expected to work such hours as are necessary to complete your work.Some flexibility is therefore required to cover some ‘out of hours’ meetings.
25 days plus 8 Bank Holidays per annum. Annual leave should usually be taken during School holidays (term dates can be found here).
NB: The School normally closes for a period over Christmas, the dates of which are agreed by the Executive every year. This closure period may result in additional non-working days; however, this is non-contractual and does not affect annual leave entitlement.
- Benefits *
- 25 days of annual leave plus 8 UK Bank Holidays. After 5 years of employment, annual leave entitlement increases to 27 working days (or pro rata equivalent). This increases to 30 working days (or equivalent) after 10 years of employment.
- A generous Stakeholder pension scheme.
- Death in Service Benefit
- Free daily hot lunches including vegetarian options, bistro dishes, soup and salad bar, and hot drinks and snacks supplied throughout the day.
- Employee bicycle scheme, where a bicycle suitable for commuting will be supplied, or the cost of purchase reimbursed, by the School to the value of £500. Bike mechanic visits site regularly to maintain the bicycles.
- Use of sports facilities, including swimming pool, gym and staff changing rooms and showers.
- Employee Assistance Programme; an independent, free and confidential advice service that can offer both practical advice and support on topics such as Debt & Finance Support, Legal and Tax Advice, Family Care and Mind and Body Support.
- Free parking on site.
- Policy for funding external professional development.
- Access to school counsellors, doctor and physiotherapist.
- Annual flu vaccination.
- After one years’ service, part remission of tuition fees for children of employees (subject to competitive entry procedures). Please note this is not a contractual entitlement and the Governors reserve the right to vary the rate of remission or to withdraw it altogether.
- Reimbursement for costs of eye-sight tests and contributions towards glasses for VDU work.
- Brand new, state-of-the-art buildings, and a large and comfortable Staff Room.