Job Description - Draft

Post: Team Secretary Grade: E6 (£16,939)Responsible to: Principal's PA Full-time

Main Operational Purpose:

• To provide an efficient, effective and confidential administrative support service to the relevant Head of School/College, the relevant Care Guidance and Support Manager and the relevant tutor team on all Student Services matters.• To provide administrative support to curriculum areas as required and under the direction of the Office Manager – this is to include a typing/resource creation and reprographics service. • To provide a reception service on a rota as organised by the Office Manager.

Main Duties and Core Accountabilities:

• To provide an administrative support service including typing, formatting and printing and general office duties, including maintaining accurate electronic and paper filing, archiving, document scanning, etc. • To prepare reports typically in Word, Excel, PowerPoint & PDF. • To create and maintain Excel Spreadsheets and database.• To update and maintain aspects of the MIS as required by the Office Manager.• To accurately track/manage document changes, keeping records live and current.• To provide a detailed and thorough support service for individual student cases ensuring the provision of relevant documents and materials as necessary and including the tracking of attendance issues, associated paperwork and processes. • To develop and maintain effective working relationships with colleagues and outside agencies.• To produce reports, presentations and various communications on behalf of the Head of Lower School, the Care Guidance and Support Manager and COMPASS leaders.• To update and maintain various effective electronic and paper documents and control the filing system. • To effectively organise meetings and venues ensuring that all relevant parties are aware of the arrangements made and thereby demonstrate thoughtful and proactive organisation of team members’ diaries.• To provide a professional and

effective

Reception service as part of a role, handling/screening telephone calls and having direct contact with visitors to the academy, parents and Trust employees.• To ensure that the academy's safeguarding policies and protocols are always adhered to and implemented.• As required and under the direction of the Office Manager or Care Guidance and Support Manager, fill in all referral forms required by the team, submit applications where necessary, set up systems to monitor what is sent and check responses and returns.• To attend to emails, letters and telephone messages from stakeholders and colleagues, and provide an effective telephone liaison service to team members.• To provide a discreet handling of sensitive and confidential information service.• Work on own initiative on ad hoc projects as required or as dictated.• To assist the Principal’s PA and Office Manager as required.• To provide cover to the Principal’s PA and Office Manager on occasion.General Requirement

The post holder will be required to fulfil the function of being one of a team of First Aid at Work Practitioners, as well as being Fire/Health and Safety Warden as required. Suitable training will be provided where qualification is necessary. This is not an exhaustive list and the post holder will be required to undertake additional tasks appropriate to the role and the effective running of the academy at the direction of the Principal.

Person Specification – Team SecretaryWe do not expect every applicant to be expert in every field, but must show the ability to become expert in all aspects of the job role committing to their own, and the Academy’s development.

Requirement Essential Desirable Evidenced by

Qualification and Experience

Good general education. Experience of holding a

position of responsibility.

SIMS training Application

Knowledge and Skills

Good working knowledge of Office software and general IT skills.

Data inputting and data checking, having an attention to detail.

Problem-solving skills. Well-organised with

effective time management

Knowledge of safeguarding policies.

Application / Interview

Aptitude and Personal Qualities

Able to work as part of a team.

Able to work independently as well as part of a team.

Excellent communication skills.

Highly organised and able to prioritise tasks, handle conflicting priorities and meet deadlines in a busy environment.

Able to consistently produce work of a high standard.

Able to relate to all staff, students, parents/carers and outside agencies.

Excellent record of punctuality, attendance, reliability and integrity.

Show positive commitment to FRA.

Able to motivate people. Ability to be flexible. Maintain confidentiality.

Experience of working directly with students and all stakeholders.

Keenness to develop self and others.

Interview