Position: PA to Head of Primary
Report to: Head of Primary
Start Time: ASAP
Job Responsibilities
This is a very customer focused role working with parents, pupils, staff, this role requires excellent communication, relationship building and organisational skills.
Diary Management
1. Help to manage the HoP workload and ensure efficient use of time through expert diary management and effective ‘gatekeeping’.
2. Protect timeslots for work on strategic oversight of the school, manage HoP out of school time to ensure a continuous and flawless service.
3. Highlight deadlines to ensure they are met. This is particularly important for various time-bound responses.
4. Flag up commitments outside the normal working day to avoid clashes with personal diary.
Administration
1. Correspondence including drafting nonstandard and sensitive replies from the Head both internally and externally.
2. Meeting preparation. Follow up relevant documents and ensuring they are to hand.
3. Provide input into and proof reading of key documents, documents translation (parent /staff letters, letter to parents, HoP reports, changes to policies, entrance exam papers, marketing and admissions materials etc.).
4. Input to the HoP thinking on significant decisions/changes under consideration.
5. Note-taking, as and when required, at sensitive meetings.
6. Type up minutes in a timely and efficient manner.
7. Prepare weekly briefing notes and send to all staff.
8. Develop processes to log and communicate information such as new staff details, formal and informal complaints, pupil leavers to relevant stakeholders in the school.
9. Exercise a combination of initiative, judgement and discretion to manage the HoP office.
10. Responsible for the complete confidentiality of highly sensitive information.
11. Continue to look at streamlining processes to create efficiency using the most up to date technology.
12. Produce all correspondence in accordance with SPGS Intentional school Chengdu standards and consistent formats.
Collaboration with others
1. The Head of Primary PA plays a key role in ensuring effective team-working between the Head, Head of departments and PAs, managing throughput of visitors to provide a welcoming environment while ensuring that access to HoP is kept within workable boundaries.
2. Work with other departments to ensure maximum efficiency and streamlining of processes.
3. Support departments with access to the HoP for school promotions.
4. Any other task assigned by headmaster.
Please note that the list of duties outlined in this job description is not a complete list and you may be expected to work, beyond the above duties, depending on the needs of the Headmaster and the school.
Job Requirement
1. BA or above in administration management, English or related subject.
2. Excellent capability in English speaking, reading, writing and translation and AI knowledge is desired.
3. Strong communication skills in international culture and environment, e.g. communicating clearly and sensitively with children and adults.
4. Experiences of administrative work in a fast paced office environment.
5. Excellent organisational skills including time, priority and multi-task management.
6. Ability to work accurately with attention to detail.
7. Knowledge of general school policies and procedures, understanding of children development is preferred.
8. Team player, ability to work on own, ability to establish rapport and respectful and trusting relationship with children and families.
SPGS International School Chengdu is committed to ensuring and promoting the health and safety of children. Successful applicants will:
Participated in the school's regular training on child protection, and sign the code of conduct.
Immediately report to the designated or acting safeguarding lead for any potential risks for the children.
Strictly abide by the school's policies on information confidentiality and protection.
Play the role of safeguarding members to promote and ensure the health and safety development of all students in the school.
Report any students concerns to the designated or acting safeguarding lead.
Report any unsafe behavior on campus to the designated or acting safety lead in accordance with the school's "whistle blowing" policy.
Maintain a professional relationship with students and respect and maintain personal boundaries.
SPGS International School Chengdu is committed to safe recruitment and child protection, relevant qualifications and police clearance of applicants will be verified
