PA TO HEAD OF SECONDARY

The British International School of Kuala Lumpur Sdn Bhd – Petaling

JOB PURPOSE: To manage an efficient administrative system for the Head of Secondary and to facilitate and administer communication to all staff within the school, including the Administrative Team.

To assist in the smooth running of all activities, working under the supervision of the Head of Secondary, to exercise considerable initiative in performing delegated duties, seeking the necessary advice, where appropriate. To support the Head of Secondary in all aspects of their duties.

Focal Responsibilities of the role

• To arrange and facilitate aspects of the annual recruitment process according to policy, including arranging interviews, preparing documentation, communicating with candidates and referees and liaising with the HR Department.
• To liaise with the Admissions Team and School PAs to communicate with new families and welcome them to the school. As well as to assist in the induction of new students and parents.
• To manage and distribute outgoing and incoming communication related to staff attendance, including assigning cover each day (secondary) and responding to queries (with the support of the Assistant Head).
• To act as an ongoing central point of contact for purchasing and requisition requirements for staff in the school, including liaising with the Finance and Services Teams and preparing relevant documentation.
• To provide administrative support for the annual budget planning and subsequent purchasing and requisitioning activities including, with services, tracking what has been ordered and what is outstanding.
• To act as a central point of contact for services and facilities requirements for staff in the school, including liaising with the Services, Facilities, Security and Catering Teams and preparing relevant documentation.

Organisation and scheduling

• Alert the Head of Secondary well in advance of approaching issues and/or events.
• Manage the appointments diary and travel arrangements of the Head of Secondary, keeping the Head informed of all forthcoming visits and important diary dates. Including arranging and coordinating travel and accommodation, where necessary.
• Manage the Head of Secondary’s calendar.
• Enter approved events into the calendar and make amendments as and when required.
• Cross check secondary school calendar with whole school calendar to ensure all changes are reflected.

Correspondence and Publications

• Respond to/action Parent/Carer and other external stakeholder queries – especially in the absence of the Head of Secondary and decide how to screen telephone calls, enquiries and requests and handle them or delegate to others as appropriate, using discretion in providing information both within and outside the school.
• Contribute to the school’s marketing strategies, e.g. the collection of material for press releases.
• Assist in the production and formatting of accurate and high quality school publications, policy documents, briefing papers, reports, training material, presentations etc, as required [including the Staff Portal, the Staff and Student Handbooks, the Newsletter, the Yearbook and the Academic Calendar].

School Projects

• Act as a central point of contact for projects which may be delegated by the Head of Secondary and to lead and participate in school projects using own initiative and keeping to agreed project deadlines, including Speech Day, Leavers' Events and Graduation.
• Organise key staff meetings, parent forums, induction and INSET, including room preparation, refreshment booking, agendas and note taking.
• Enter notes into Staff Portal and manage routine content.

School Systems Data Management

• Manage planned and unplanned absences on ISAMS.
• Have a thorough knowledge of ISAMS and be able to extract relevant data in order to support the academic team.

Support Activities

• Provide short term Front Desk cover during temporary absences.
• Support Front Desk in ensuring student registers are accurate and that attendance is recorded.
• Perform additional, reasonable organisational tasks as requested by members of SLT, in agreement with the Head of Secondary.
• Maintain accurate files and reference systems, including archives, requisitions, maintenance, services, HR and other related school systems.
• Use ISAMS (the school management system), as appropriate and directed, to ensure that accurate data related to attendance is suitably represented and accessible.

Community

• Welcome and look after external visitors on behalf of the Head of Secondary and ensure refreshments are available.
• Maintain absolute confidentiality in all aspects of work.
• Establish a business-like office environment and promote good relationships between SLT members, teaching, admin and support staff, students, parents/carers, all other stakeholders and visitors.
• Play a full and active part in the life of the school community.
• Act as a positive role model and encourage and ensure staff and students follow the example set and to challenge constructively if the standards set are not met.
• Be jointly responsible for the safeguarding of children in our care, it is a requirement of this role that you adhere to all relevant safeguarding policies and procedures.
• Be jointly responsible for the health and safety of children in our care, it is a requirement of this role that you adhere to all relevant H&S policies and procedures.
• Perform any other duties reasonably required by the Head of Secondary.

Safeguarding

• Play an active role in the care, wellbeing and safeguarding of all students.
• Ensure that pupils feel safe and secure within the school environment.
• Undertake child protection and safeguarding training relevant to the role.
• Ensure that all incidents (or concerns) and actions (including communications) are logged onto CPOMs.