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Title of Post Office Manager/ PA to Headteacher Responsible to Headteacher Purpose of Job To provide an efficient and professional secretarial and administrative support to the Headteacher. Undertake personnel administration, including arranging pay and contracts for staff and advising on personnel matters. To ensure provision of an effective administrative and clerical support to the school. To be responsible for the day-to-day management of the school office and reception. Example Duties & Responsibilities PA Role To provide confidential secretarial and administrative support to the Headteacher in the form of typing, word-processing, filing etc To maintain and keep the Headteacher's diary and arrange appointments as necessary To use own initiative to deal with telephone calls and correspondence on behalf of the Headteacher To take minutes at meetings as required and to disseminate relevant issues to the office staff from weekly briefings as appropriate To arrange refreshments including lunches for visitors as required Draft and produce letters, documents, reports etc. for the headteacher Undertake research to provide information for the headteacher and Governing Body when required Undertake administration related to the pay and contracts of staff Manage the recruitment administrative process for staff as required. Arranging and recording preemployment checks, references, CRB, medical clearance, e12 Maintain confidential personnel files To ensure the schools central register is regularly and accurately updated Liaise with HR to provide advice and guidance to the Headteacher on personnel matters, including pay and conditions, policies and procedures To take a lead role in procurement and securing sponsorship and funding, and in the marketing and promotion of the school Participate in training and development activities and programmes, and attend and participate in meetings as required Appreciate and support the role of other professionals, and establish constructive relationships and communicate with other agencies and professionals Acting as first point of contact for visitors, and creating a pleasant and tidy reception area Responsibility for maintaining a tidy and well organised office environment with regard to Health and Safety requirements Office Manager Role Comply with, and assist with the development of, policies and procedures, and report all concerns to an appropriate person in respect of safeguarding, child protection, health, safety and security, confidentiality and data protection Be responsible for completion and submission of forms and returns to the DFE and other external agencies To induct newly appointed staff To monitor access to all confidential material and to ensure an computer records are secured and backed-Up To liaise with senior staff members and teaching staff to prioritise work. To produce word-processed documents for the senior management team and to undertake associated administrative tasks To draft general correspondence and to produce documentation, i.e. letters, policies, schemes of work etc, using appropriate available technology, e.g. word-processing, fronter, excel To undertake administration in relation to pupil reports, i.e. collating, distributing, filing etc To establish and ensure maintenance of accurate filing systems including computerised files To be responsible for the administration of claims for absence, extra duty. overtime supply and lettings, forwarding to the Finance Department as necessary To produce a database of standard letters files to ensure school wide consistency and to ensure their use by office staff To be responsible for the maintenance of stationery and resources in the school To take responsibility for incoming goods checking and signing invoices and for onward transmission to the appropriate department To assist at school functions as required To take particular responsibility for dealing with complex enquiries or difficult visitors/callers referred from Reception as required. To order supply teachers under the direction of Deputy or Headteacher Finance Liaise with Finance Officer Ensure LBB and school finance procedures are followed Management of financial administration procedures, selection and management of resources, regular audit of resources, administration of the payroll system Manage service contracts, school licenses and insurance, facilities including school premises, and associated income, buildings and projects and health and safety Undertake these duties within agreed school objectives, policies and procedures and promote the council’s Equal Opportunities Policy