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Overview of Responsibilities
Admin Tasks
61 Greet visitors, and direct them to appropriate areas of the school.
61 Identify and report of any possible security concerns.
61 Ensure the reception area is clean and tidy.
61 Ensure that telephone/office hardware is appropriately maintained and repaired.
61 Ensure that all relevant documents, forms, information materials etc., relating to the job of the front desk, are appropriately filed and organised.
61 Answer all calls in an appropriate manner, talking messages where necessary or transferring the caller appropriately.
61 Handle all email communications directed to the reception.
61 Handle incoming/outgoing faxes/post/messages and deliveries.
61 To provide administrative support to academic team.
61 Other tasks assigned by the line manager.
PA Tasks:
61 Be the point of contact for the Heads, translating when necessary, use discretion and tact to ensure staff, visitors, students, telephone callers are dealt with by the appropriate person.
61 Diary management: preparation of supporting papers for meetings; prioritisation and researching as necessary.
61 Pro-active management of Heads’s office: translation as required (verbal and written), telephone calls, messages, redirections; draft correspondences, high standard of secretarial support, including fast and accurate turnaround of documents, emails.
61 Manage the planners and files in relation to Heads of School and the Executives.
61 Support the Heads in advising on cultural matters.
61 Photocopying and paper distribution.
61 Looking after visitor groups, to include on-site tasks such as arranging tours, and organizing transport, refreshments and meals
61 Provide full administrative duties as required including producing agendas, taking and transcribing confidential minutes of meetings, circulating appropriate papers and logging /updating action points accordingly, expense reimbursement claims, purchase orders, etc.
61 Prepare documents for SLT meetings and take minutes.
61 Lead executive level visitors’ schedule and meetings.
61 Prioritise and follow up on incoming issues, requests and complaints addressed to the Principal with diplomacy and initiative , taking timely appropriate action as described by the Principal
61 Play a key role in the organisation of large school events as requested by the Principal,
61 including assembly, parent information session and festival activities
61 Organise travel arrangements (train and flight tickets), accommodation and visas for the Heads and coordinating travel arrangements.
Working conditions
61 5 days per week, will be required to work on a Saturday according to the rotue.
61 Classified as non-academic staff.
61 Required to work in school holidays as discussed with line manager.
61 Meals (breakfast, lunch and dinner) provided by school at boarding area.
Candidate Requirement