Job Description

: Head's Secretary

Location:

St John's School, Devon

Reporting to:

The Head

Working with:

The Senior Leadership Team, Heads of Department, Teaching and Support Staff, Parents, Governors and external agencies.

Hours:

Full-time, 0800-1600 (Mon & Fri) and 0800-1700 (Tues - Thurs), term-time only plus 10 days during school holidays.

An immediate start is available for the right candidate.

1. Role Overview

The Head's Secretary (HM Sec) is a pivotal and highly confidential role at the heart of the school's administration. The post-holder will provide comprehensive, high-level administrative support to the Head, managing their diary, correspondence and day-to-day operations.

In addition to the traditional HM Sec duties, this role holds significant responsibility for key compliance areas. The post-holder will be the designated officer for the school's Single Central Record (SCR), ensuring full compliance with Keeping Children Safe in Education (KCSIE) statutory guidance. They will also oversee the school's recruitment processes from start to finish, ensuring all safeguarding and administrative requirements are met.

The successful candidate will be a proactive, highly organised and discreet professional with exceptional interpersonal skills and a meticulous attention to detail.

2. Key Responsibilities

A. Secretary to the Head:

Diary and Correspondence Management:

Proactively manage the Head's complex and dynamic diary, scheduling meetings, appointments and events. Filter and manage all incoming correspondence (emails, letters, phone calls), drafting responses and actioning requests as required.

Administrative Support:

Organise and prepare for meetings, including compiling agendas, drafting minutes and ensuring follow-up actions are completed. Liaise with the school's Senior Management Team, Teachers, Governors, staff, parents and external stakeholders. Produce high-quality documents, presentations and reports, ensuring a professional standard of accuracy and presentation.

Operational Support:

Act as the first point of contact for enquiries for the Head, exercising excellent judgement and discretion. Organise travel, accommodation and hospitality arrangements for the Head and school visitors as required. Maintain an efficient and confidential filing system for all school and personnel records.

B. Single Central Record (SCR) & Compliance:

SCR Management:

Be the lead officer responsible for the maintenance and accuracy of the school's Single Central Record. Ensure all statutory safeguarding checks are recorded for all staff, governors, and volunteers, including DBS checks, identity checks, right to work, qualification checks, and professional body membership (where applicable). Conduct regular audits of the SCR to ensure compliance with KCSIE and ISI regulations.

Safeguarding and Compliance:

Work closely with the Designated Safeguarding Lead (DSL) to ensure all safeguarding procedures are followed. Keep up-to-date with changes in safeguarding legislation and independent school regulations (ISI) and update school policies and procedures accordingly. Assist with the preparation for school inspections (ISI), providing all necessary documentation related to the SCR and recruitment.

C. Recruitment & Onboarding:

Recruitment Oversight:

Manage the end-to-end recruitment process for all teaching and support staff roles. Draft and place job advertisements on various platforms. Liaise with the Head to arrange interviews and candidate selection. Ensure all pre-employment safeguarding checks are conducted and recorded in line with statutory requirements.

Onboarding:

Prepare offer letters, contracts of employment and new starter packs. Manage the new staff induction process, ensuring all administrative and compliance aspects are completed before a new starter commences their role.

Record Keeping:

Maintain accurate and confidential personnel files for all staff members, both digitally and physically.

3. Person Specification

A. Qualifications & Experience:

Essential: Proven experience in a senior administrative or secretary role, ideally within a school or similar educational setting. Essential: Experience in managing confidential and sensitive information. Essential: Strong working knowledge of the Google platform, as well as Microsoft Office Suite. Desirable: Experience of working within an independent school environment. Desirable: Familiarity with the Independent School Standards Regulations and ISI framework.

B. Skills & Knowledge:

Discretion and Confidentiality:

The ability to handle highly sensitive and confidential information with the utmost discretion and professionalism is paramount.

Organisational Skills:

Exceptional planning, time management and organisational skills with the ability to manage multiple priorities and deadlines.

Attention to Detail:

A meticulous and rigorous approach to all tasks, particularly in relation to the SCR and recruitment processes.

Communication:

Excellent written and verbal communication skills. The ability to communicate effectively and professionally with a wide range of stakeholders, from students to Governors/Proprietors.

Proactive and Resourceful:

The ability to anticipate needs, work on own initiative, and problem-solve effectively.

Interpersonal Skills:

A calm, friendly and approachable demeanour with the ability to build effective working relationships.

C. Personal Attributes:

A flexible and adaptable approach to work. A commitment to the highest standards of safeguarding and child protection. Resilience and a positive, can-do attitude. A professional and well-presented appearance.

Note:

This job description may be reviewed and revised in light of changing school needs and priorities. The post-holder will be expected to undertake any other duties as reasonably directed by the Head.

Safeguarding:

The school is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. All appointments are subject to a satisfactory enhanced DBS check and satisfactory completion of all pre-employment checks.

Job Types: Full-time, Permanent

Pay: 12.50-14.50 per hour

Expected hours: 40 - 43 per week

Benefits:

Company pension Discounted or free food Free parking On-site parking
Work Location: In person