Head of Administration and PA

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

1. 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.
2. Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.
3. 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.
4. Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.
5. 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. This requires the ability to act effectively as a central hub of the school organization.
2. You will be able to demonstrate key senior administrative capabilities: Maintaining the organization of all files (held electronically or physically), supporting staff, students, and families at all times.
3. You possess the enthusiasm to ensure the key objectives of the school management team are achieved, flexibility and adaptability, a friendly and welcoming personality, clarity and appropriate use of language.
4. In Finance, you hold an understanding of Budgets, setting and sending invoices, managing and accounting for Petty cash.

Administration

1. Provide administrative, clerical and secretarial support for Principal, Senior Leadership team, and school staff.
2. Ensure the secure storage of confidential documentation.
3. Manage, plan and coordinate the work of the administration team.
4. Develop, maintain and operate manual and/or computerized information systems in connection with pupils, staff, parents: Such as meals, reports, timetabling, maintenance, care, medical services, recruitment, transport, etc.
5. Manage receipt, retention and monthly review of staff Absence notifications (Medical Certs and other relevant documents).
6. Ensure Daily maintenance of all pupil information on school systems.
7. Supervise the day-to-day administration duties within the school office, including correspondence; telephone calls, letters, reports, confidential correspondence etc.
8. Arrange appointments, meetings and provide a secretarial service for all school staff.
9. Receive visitors and provide hospitality as required.
10. Filtering calls and responding to e-mails/forwarding to the appropriate person in a timely manner.
11. Supporting and responding to pupils' needs throughout the day.
12. Supporting students and parents during their onboarding process (ECA, lunch, uniform, transports).
13. Manage the school room bookings; meetings & classes.
14. Dealing with concerns and/or complaints from parents both face-to-face and over the phone/email, ensuring the concern or complaint is dealt with appropriately and passed on to the right person/department.

PA to the Principal

1. Manage the principal calendar.
2. Book hotel, transport for any outings.
3. Assist the principal for some meetings with the parents.

Finance

1. Debtors check for parents on a monthly basis, following up with parents throughout the year in conjunction with FIEF (External Finance control providers).
2. Prepare end of year finance attestations and attendance reports for families' employers; P4l claims, Pro-Forma invoice, credit checks.
3. Liaise with the Head of Finance for general school finance matters.
4. Receive, receipt and account for all petty cash, update monthly petty cash record for Finance.
5. Trip, ECA, camps, lunch, transport budget organization and follow up.
6. Communicate with relevant personnel and provide assistance in relation to financial procedures to parents.
7. Annual purchasing of whole school materials with Mallory (UK) or alternate suppliers subject to change.
8. Day to day purchasing for all the teachers.
9. Manage the budgeting for, and collating of, department orders, order checks/approval, delivery, International border checks, receipt of delivery, unpacking, control checks, and dispatch to the correct staff member/department.
10. Stock control of resources ordered.

Fire Safety & Evacuation Procedures

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

Trips and School Bus

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

School Uniform

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

School Events

1. Organize and run the annual school photo day.
2. Assist with the preparation of all school events; parent evenings, open evenings, option evenings, graduation, PTA etc.
3. Liaise with the Head of Sections / PTA/ event organisers to make sure everything is prepared, purchased and organised.

Covers

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

First Aid Coordinator

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

ECA, Camps, and Trips Coordinator

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

Skills, Qualifications and Experience

1. Three years English teaching experience in a UK state or independent school or recognised international school teaching the British Curriculum. (ECTs are not suitable for this role).
2. An English language, literature or humanities degree from a university or institution of higher education.
3. Experience of teaching English at Key Stage 3 and 4 (Key Stage 5 would be an asset).
4. Track record of excellent GCSE results.
5. Knowledge of the English National Curriculum, GCSE English Language and English Literature and of UK/International exam boards such as AQA, OCR or Pearson Edexcel (Pearson Edexcel is our current examination board).
6. Experience teaching EAL and SEND students.
7. An enthusiastic and creative approach to teaching, which inspires pupils and enables learning to be engaging and relevant.
8. A commitment to helping students to develop a broad range of skills and attributes.
9. A commitment to an interconnected curriculum and to working with colleagues across a range of disciplines.
10. The ability to communicate effectively with pupils, colleagues and parents and to work as part of a collaborative team.
11. An interest in education beyond the classroom and across the age range.
12. Flexibility, a sense of humour, and a willingness to contribute to all aspects of school life, including trips, projects, special events and extracurricular clubs.

ISP Leadership Competencies

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

1. Collaboration: Takes an active part in leading their school or region; is cooperative and a genuine team player, developing positive, supportive relationships with colleagues to solve problems and maximise opportunities.
2. Learning & Getting Better: Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback; supporting others in their continual learning, development and growth.
3. Innovation Leadership: Is good at creating an environment where ideas for learning initiatives and services are generated and is able to motivate and inspire others through the process of creation through to completion.
4. Outcome driven: Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.
5. Resilience: Can deal with setbacks and challenges calmly and effectively.
6. Community Focus: Is committed to meeting and exceeding the needs and expectations of our students and their families.
7. Planning & Decision Making: Makes decisions on the best course of action and then plans, organises, prioritises and balances resources to achieve the desired outcome.
8. Diversity & Equity: Has the sensitivity, awareness and skill to understand the values, behaviours, attitudes and practices across cultures that supports all children and adults to learn and work effectively.

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 or equivalent covering the previous 10 years’ employment history.

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 gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other 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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