Key Duties
Personal Assistant responsibilities:
- Providing high-quality and timely administrative support
of a confidential nature.
- Ensuring that all visitors, internal and external, are
welcomed in an appropriate manner
- Attending meetings as required by the Head and taking
and distributing minutes as appropriate
- Liaising with the Head on behalf ofstaff as required.
- Managing a complex diary, with confidence to make
decisions without referral to the diary owner, always looking up to 12
months in advance and ensuring effective use of time.
- Managing the Head’s diary and appointments. This will
include liaising with parents, staff, and outside organisations.
- Managing incoming/outgoing correspondence to ensure that
information meets the needs of the recipients. This may include writing
letters, briefing reports and any other communications, maintaining the
appropriate tone and style.
- Opening all post addressed to the Head, distributing it
to relevant persons for action and drafting responses for the Head where
appropriate.
- Oversight for paper work for trips and visits risk
assessment as well as transport arrangement.
- Following up on Pupil Pass applications and
communication with parents regarding the same.
- Assisting the HR department e.g in the processing of
Work Permits for expatriate members of staff as well as Pupil Pass
applications as and when required.
- Organising the induction of new staff with the Head.
- Dealing with all initial approaches to the Head from
staff or parents and ensuring that the Head is briefed to enable an
appropriate response.
- Providing a high standard of secretarial service to the
Head. This will include drafting and typing letters, minutes, meeting
agendas, schedules and reports.
- Assisting the Head in the preparation of the Head’s
report for Board meetings.
- Liaising with the School Registrar on all prospective
parent visits involving the Head.
- Co-ordinating the organisation of the Head’s end of term
report writing, in conjunction with the Deputy Head, Academic and the Main
Office to specific timescales.
- Arranging international and domestic travel including
booking flights, visa administration, rail, taxis, and accommodation, and
creation of detailed visit packs where necessary, ordering and processing
currency and liaising with external agencies where appropriate in liaison
with the School Secretary.
- Arranging the Head’stravel and accommodation
requirements for outside duty.
Event Management:
- Providing logistical and administrative support for the
organisation of School events and functions. Working with the event lead
to understand the scope of the event, managing all requirements and
supporting delivery.
Staff Management and Leadership:
- Providing effective leadership and line management to
the School Secretary and School Administrator.
- Ensuring direct reports’ duties are being carried out to
the school’s high standards and briefing the Head as appropriate.
- Supporting the Head in the line management of support
staff that report directly to them.
Management:
- Acting as the first point of contact for internal and
external stakeholders and ensure the smooth running of the office by
reviewing and maintaining office systems and procedures in order to
enhance, develop and implement effective delivery
- Ensuring that the Head’s office is equipped to function
efficiently and that all equipment, stationery and other requirements are
available as required
- Updating and organising school policies in conjunction
with the Head
- Taking care of day to day operations for the Head.
- Supporting the Head with newsletter and providing news
items to the Marketing Team.
- Providing secretarial and administrative support to
other members of the Head’s Senior Management Team as required.
- Supporting the Registrar with ensuring the school’s MIS
system is current and updated when appropriate for pupil and parent
contact details.
- Liaising with the Human Resources Manager in maintaining
staff personnel files.
- Ensuring the Head is up to date and briefed on
appropriate staff matters and school business. It should be noted that the
above list of duties and responsibilities is not necessarily a complete
statement of the duties of the post. It is intended to give an overall
view of the position and should be taken as guidance only.
Qualifications
- Good standard of education
- Excellent spoken and Written English
- Secretarial or Administration qualification or
equivalent
- Administration or Management degree qualification
Experience, Knowledge and Understanding
- Experience in a similar role or a role that requires
excellent administrative and interpersonal skills
- Experience of team management
- Experience of working in a school.
Role Related and Personal Skills
- Excellent organisational skills and ability to
prioritise throughout the working day
- Experience of taking minutes at Board level
- Excellent interpersonal skills and telephone manner
- Excellent verbal and written communication skills
- Excellent administrative and ICT skills
- Understanding of the need for confidentiality at all
times
- Diplomacy, tact, discretion and trustworthy
- Willing to go the extra mile
General
- A flexible approach to hours and duties
- The desire to undertake further training as may be required in
order to properly perform the duties in a changing and challenging
environment
- Understanding of working in an International school.
How To Apply
Applications should be submitted no later than 28th
June 2024.
If you have any queries regarding the application
process, please contact the Human Resources department via email HR@peponihouse.sc.ke
