Job Description

Executive Assistant to the Headteacher - Burnham, SLOUGH

GRADE: Bucks Scale 6 -

36,495 - 39,876

HOURS:

37 hours per week; Full time

DEPARTMENT:

Admin Support

REPORTS TO:

Headteacher

Closing date for all applications: 10am on Wednesday 28th May, 2025*

Interviews: w/c Monday 2nd June, 2025*

MAIN PURPOSE OF JOB:

To manage and co-ordinate the diary of the headteacher and be the primary liaison point for the Governors and Trustees. To manage and co-ordinate the system of updating and publishing school and Trust wide policies. To provide a confidential and personal administrative service to the Headteacher and to support the Senior Leadership Team where necessary. To strategically manage Governor and Trustee meetings within the Multi Academy Trust; including liaison with clerks, Trustees and Governors in all schools, ensuring that the published protocols for documents, communication and GovernorHub and the school website arrangements are consistently met. This will include tracking attendance of individuals to meetings. To co-ordinate the Governor and Trustee recruitment, induction and exit protocols, documentation and procedures and ensure they are kept up to date and are followed. To initiate, and co-ordinate the annual skills audit for Governors and Trustees and prepare the summary analysis report for the Headteacher and Chair of Trustees and Governors. To ensure that all interactions and communications with members of the Trust, school and wider community reflect and exemplify the aims and ethos of the school. To manage and coordinate responses to Subject Access Requests (SARs), Freedom of Information (FOI) requests, data breaches, and Data Protection Initial Assessments and bring to the attention SLT GDPR lead any risks to meeting deadlines.

DUTIES AND RESPONSIBILITIES:

Headteacher's Executive Assistant

To guard the Headteacher's time to ensure that all meeting and call requests are dealt with by the appropriate member of staff unless such avenues have already been used. Coordinate and manage the Headteacher's diary, using Outlook, including the prioritisation and reorganisation of meetings where clashes arise, communication of invitations to attendees and tracking acceptance to communicate to the Headteacher and managing any hospitality requirements. Maintain a electronic log/spreadsheet of the Headteacher's follow up actions from all meeting records and produce a weekly list of approaching deadlines or actions to review in that weeks meetings. To proactively communicate approaching deadlines to the Headteacher, and key staff prior to meeting with the Headteacher. To ensure all telephone calls are dealt with professionally, effectively and relevant information passed on to the appropriate person where necessary and check that responses on behalf of the Headteacher meet the expectations outlined in the Communications Policy. Provide draft responses on behalf of the Headteacher to internal and external correspondence where appropriate. Ensure that matters of significance are quickly and professionally brought to the Headteacher's attention. This will include arranging, and minuting meetings of a confidential nature and any subsequent administrative tasks as required. Under the direction of the Headteacher, prepare external exclusion letters, communicate with parents and other agencies where necessary and maintain the exclusion log on SIMS. This will include distribution of exclusion data in appropriate formats to a variety of bodies. At certain times this may also include the administration of internal exclusions if Pastoral Administrator's are unavailable. To undertake research to support the Headteacher in producing reports and presentations, including the liaison with external organisations. Co-ordinate the colation information for SARs and FOIs as required and document and record them as appropriate. For SARs - redact third party personal information (with the support of the SLT Admin Officer) and to ensure compliance, check the final documentation with Judicium prior to sending to the requestor. SAR/FOI deadlines MUST be adhered to. Point of contact for all staff with regard to GDPR queries and for DPIA forms to be reviewed and approved and record all reported data breaches.

Liaison with Governors and Trustees & Meeting Co-ordination

Liaise with Trustees, Trust School LGBs, SLT leads and relevant clerks to construct, edit, update and communicate annual meeting grids, agendas, minutes and reports to all relevant parties and adhering to published guidelines. Collate and co-ordinate the review and publication of committee Terms of Reference following annual reviews in the summer term for publication on GovHub and the school website at the start of the Autumn term. Co-ordinate committee Headline documents publication on GovHub following termly and annual reviews, ensuring that they contain executive summaries at the start. Edit and finalise with the Headteacher Trust documents such as the Scheme of Delegation and Framework documents. Co-ordinate the recruitment of all Trustees and BGS governors.

Staff Handbook & Policy Management

To work with the Headteacher on annually reviewing, maintaining, communicating and publishing the update of policies and the Staff Handbook.

Communications & Calendar

With the Office Manager, ensure that all communications to parents are approved by the Headteacher or Deputies in their absence and adhere to the BGS Communications, Policy and Branding Guidelines. To work with the Headteacher, Network Manager, Development and Communication Officer to develop the publication of the school calendar in its different formats.

Whole School Events

Manage and co-ordinate the preparation for Junior and Senior Speech Days.

Standard Operating Procedures (SOP) (For use by staff in post-holders absence)

Develop, update and check the clarity of the SOP for monitoring and collation of all policy documents and train and regularly update identified cover staff in its use. Develop, update and check the clarity of the SOP for the administration of Junior and Senior Speech Days and train and regularly update identified cover staff in its use.

General

To assist the Financial Director in reviewing, modifying and implementing systems as and when required. Follow school policies and procedures especially those relating to safeguarding/child protection, health and safety and the Data Protection Act/GDPR. To ensure confidentiality at all times adhering to GDPR requirements and the Data Protection Act. To carry out any broadly similar duties as may be required from time to time. To process and maintain student records, both manual and computerised, in line with school procedures. To occasionally escort and supervise students on educational visits and out of school activities. To occasionally provide supervision for internally excluded students. To write a Standard Operating Procedures document for all key processes identified by the Headteacher. Undertake occasional whole class supervision in the absence of class teachers, setting work previously prepared by the teacher. To update or edit sections of the school website as directed. If the school forms a MAT the headteacher may ask you to undertake some of your duties at the schools within the Trust.
Job Types: Full-time, Permanent

Pay: 36,495.00-39,876.00 per year

Benefits:

Company pension Cycle to work scheme Discounted or free food Employee discount Free parking Health & wellbeing programme On-site parking Store discount
Schedule:

Day shift Monday to Friday
Ability to commute/relocate:

Burnham SL1: reliably commute or plan to relocate before starting work (required)
Application question(s):

Do you have experience in using SIMS, or a similar database ? (please specify) Do you have a enhanced DBS? Do you have driving licence? What is your current notice period?
Experience:

Executive Assistant or Personal Assistant: 1 year (required)
Work Location: In person

Reference ID: Headteachers PA