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Head’s PA and Office Manager at Peponi House Preparatory School

4 months ago

Nairobi, Kenya Peponi House Preparatory School Full time

Peponi House is a co-educational day prep school for children aged 6 to 13. Peponi School was established in 1989, to be a first class, independent,co-educational boarding school with an international intake of pupils working for internationally recognised school-leaving examinations at 16 (IGCSE), 17 (A/S) and 18 (A2) Years.

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.

PERSON SPECIFICATION CRITERIA ESSENTIAL DESIRABLE

Education and 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.