Head of Administration and PA

Description

Head of Administration and PA to the Principal

Purpose of Role

The British School of Geneva is seeking to recruit a Head of Administration / Personal Assistant to the Principal and Senior Leadership Team to cover a maternity leave.

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

Key Responsibilities

The key professional and personal qualities required for this position are:

1. The capacity to administer a range of simultaneously occurring aspects of the school organization.
2. Ability to act effectively as a central hub of the school organization.
3. Demonstrate key senior administrative capabilities:

• Maintaining the organization of all files (held electronically or physically), supporting staff, students and families at all times.
• Possess the enthusiasm to ensure the key objectives of the school management team are achieved.
• Possess flexibility and adaptability, a friendly and welcoming personality, clarity and appropriate use of language.
• Understanding of Budgets, setting and sending invoices, managing and accounting for Petty cash.

As a member school of The International School Partnership (The ISP), The British School of Geneva is committed to the fulfilment of The ISP Safeguarding Principles.

The ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years' employment history. This requirement applies to this position.

Administration

• Provide administrative, clerical and secretarial support for Principal, Senior Leadership team, and school staff.
• Ensure the secure storage of confidential documentation.
• Manage, plan and coordinate the work of the administration team.
• Develop, maintain and operate manual and/or computerized information systems in connection with pupils, staff, parents.
• Manage receipt, retention and monthly review of staff Absence notifications.
• Ensure Daily maintenance of all pupil information on school systems.
• Supervise the day-to-day administration duties within the school office.
• Arrange appointments, meetings and provide a secretarial service for all school staff.
• Receive visitors and provide hospitality as required.
• Filtering calls and responding to e-mails/forwarding to the appropriate person in a timely manner.
• Supporting and responding to pupils' needs throughout the day.
• Supporting students and parents during their onboarding process.
• Manage the school room bookings; meetings & classes.
• Dealing with concerns and/or complaints from parents.
• Assist the Exams and SLT team to deliver exam results to students.
• Organize annual contracts with our suppliers.

PA to the Principal

• Manage the principal calendar.
• Book hotel, transport for any outing.
• Assist the principal for some meetings with parents.

Finance

• Debtors check for parents on a monthly basis.
• Prepare end of year finance attestations and attendance reports.
• Liaise with the Head of Finance for general school finance matters.
• Receive, receipt and account for all petty cash.
• Trip, ECA, camps, lunch, transport budget organization and follow up.
• Annual purchasing of whole school materials.
• Day to day purchasing for all the teachers.
• Manage the budgeting for department orders.
• Stock control of resources ordered.

Fire safety & evacuation procedures

• Maintain fire safety and evacuation procedures and registers.
• Deploy pupil and staff registers during fire and evacuation instances and drills.

Trips and school bus

• Trip coordination and liaising with external transport providers.
• School bus route planning and liaising with parents and driver.
• Arrange swimming class logistics.

School Uniform

• Managing communication with the parent regarding uniform.
• Assisting parents with fitting, sizing and ordering.

School events

• Organize and run the annual school photo day.
• Assist with the preparation of all school events.
• Liaise with the Head of Sections / PTA/ event organisers.

Covers

• Register daily absences.
• Organize cover for lessons and duties as necessary.
• Communicate cover assignments to all staff members.
• Coordinate cover arrangements for trips and extended absences.

First Aid Coordinator

• Provide immediate care and first aid to students requiring medical attention.
• Administer prescribed medication according to established protocols.
• Update all accidents and incidents on 360 reporting system.
• Maintain accurate and up-to-date medical records and files.

ECA, Camps, and Trips Coordinator

• Identify and onboard new suppliers for organizing ECAs, camps, and trips.
• Promote activities and create an annual calendar.
• Manage and adhere to the budget set by ISP.
• Ensure the smooth execution and operation of activities.

Skills, Qualifications And Experience

• Three years English teaching experience in a UK state or independent school or recognized international school teaching the British Curriculum.
• An English language, literature or humanities degree from a university or institution of higher education.
• Experience of teaching English at Key Stage 3 and 4.
• Track record of excellent GCSE results.
• Knowledge of the English National Curriculum, GCSE English Language and English Literature.
• Experience teaching EAL and SEND students.
• An enthusiastic and creative approach to teaching.
• A commitment to helping students to develop a broad range of skills and attributes.
• The ability to communicate effectively with pupils, colleagues and parents.
• An interest in education beyond the classroom.
• Flexibility, a sense of humour, and a willingness to contribute to all aspects of school life.

ISP Leadership Competencies

You consistently demonstrate and role-model the ISP Leadership Competencies in all that you do.

• Collaboration. Takes an active part in leading their school or region.
• Learning & Getting Better. Continually demonstrates personal commitment and passion for learning.
• Innovation Leadership. Is good at creating an environment where ideas for learning initiatives are generated.
• Outcome driven. Can be counted on to find solutions.
• Resilience. Can deal with setbacks and challenges calmly and effectively.
• Community Focus. Is committed to meeting and exceeding the needs and expectations of our students and their families.
• Planning & Decision Making. Makes decisions on the best course of action.
• Diversity & Equity. Has the sensitivity, awareness and skill to understand the values across cultures.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.

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