AN INDEPENDENT CO-EDUCATIONAL DAY AND BOARDING SCHOOL FOR PUPILS AGED 7 TO 18 IN THE HEART OF SURREY
Executive Assistant to the Chief Operating Officer Information for prospective staff
About Freemen's Our mission is to inspire our people to learn, to lead and to make a difference. We believe that if we can motivate pupils and staff to always give their best, the School will continue to grow and thrive. Community engagement and our impact on the world beyond our walls are at the forefront of everything we do at Freemen’s. The School was founded in Brixton in 1854 to provide an education for the orphaned children of Freemen of the City of London before moving to the present site, Ashtead Park, in 1926. We have a magnificent site with modern buildings alongside the original Main House set in a stunning 57 acres of parkland. This idyllic setting further supports the wellbeing of our students and staff, as being here, in the park, makes coming to work a pleasure. It looks striking in every season and we are lucky to have a vast array of wildlife living in our woods. Today, Freemen’s is an independent day and boarding school for students aged 7-18, with a strong ethos of community and service in accordance with the values on which the School
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was founded. We are proudly co-educational and have been since 1854, which was radical at the time, and we continue to push the boundaries of what’s possible with our forward-thinking, progressive approach. You can expect stellar exam results and academic excellence, but that’s not all. The focus within the School is on every individual finding a path which is appropriate for them, be that in the classroom, on a sports pitch or in one of the many co-curricular activities we encourage our young people to throw themselves into. Our mission is built upon four pillars of the Freemen’s education: pastoral support, House activities, academic achievement, and our varied cocurricular programme (including sport) to ensure every student realises their potential to be able to learn, lead and make a difference. Freemen’s is a place where students are keen to learn and eager to engage in the wider aspects of life at our School. Teachers at Freemen's embody our principles for excellent classroom practice, offering innovative and forward-thinking approaches, enabling us to be a beacon of learning and teaching. We take risks in the pursuit of excellence by being brave and radical, willing to challenge the status quo. Through our 1-1 iPad programme, we
About Freemen's aim to create discerning users of technology, so that staff and students can thrive in the modern dynamic world. We do all of this, in an environment where staff feel supported, by investing in life-long learning through research-led enquiry and building learning communities. The emphasis in the Junior School is on Kindness, Honesty and Fun and the Senior School picks up that message with a pastoral programme that emphasizes the importance of a strong, supportive community in which every member, staff and student, feels respected, supported and valued. As a result, we are able to support our young people to successfully navigate the tests of life they face every day. The School is one of four independent schools managed by the City of London Corporation (The City). The City provides financial support in the form of bursaries and scholarships. Other links with the City of London and the Livery Companies are strong, which presents opportunities for staff to attend events at Guildhall and elsewhere in the City, as well as the possibility of gaining the honour of the Freedom of the City of London. Transport links are good; the School is a mile from Ashtead station with regular services to Epsom and London and south to Leatherhead and Guildford. The M25 junction 9 is a sevenminute drive from the School.
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Information about the role Purpose of post The Executive Assistant provides the Chief Operating Officer (COO) with comprehensive support so that they can undertake they role with maximum effectiveness. The EA is responsible for acting as the first line of contact for the COO, diary management, the maintenance of administrative systems, and for general secretarial and administrative duties as well as providing reports for the COO and for the Governors on local and national issues pertaining to education and the independent school market. •
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To provide a professional, confidential and comprehensive support to the COO and to coordinate and deliver an effective, informed and proactive administrative support service where required to associated Bursary Heads of Section within City of London Freemen's School as agreed with the COO. The role is key in supporting the safer recruitment of all professional services staff and, working with the Director of HR, the Executive Assistant therefore needs to provide briefings to the COO regarding changes to Government regulations and Independent Schools Inspectorate (ISI) policy, using this information to ensure that the school is compliant in this, one of eight areas covered in an ISI inspection.
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The role holder will assist HR with professional services staff induction, development and recruitment as required
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Key Liaison: School staff, including SLT, and Bursary Leaders, City of London Corporation, External partners eg DfE, ISI and other accountable bodies
Main duties and responsibilities The following duties are not shown in order of priority or frequency, nor is the list exhaustive, but rather an indication of the type and level of duties expected of the post. •
To organise and manage the efficient and effective provision of executive and administrative support in the office of the COO. Recommend appropriate action and provide guidance as necessary.
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Manage visitors, book meeting rooms, meet and greet and escort from reception. Organise refreshments when required.
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Device and maintain process mapping for Bursary leaders, making recommendations for administrative efficiencies and improvement.
Executive Assistant to the Chief Operating Officer
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Organise annual appraisal meetings on behalf of the COO.
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Manage approvals and produce data for review as required. Deal with all incoming communication, where possible, and ensure appropriate action and follow up, drafting responses where appropriate.
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To act as first point of contact for queries to the COO, managing the generic “Bursar” inbox and fielding telephone enquiries, dealing with matters as appropriate and understanding when to escalate to the COO or other Bursary leaders as required. To research and keep abreast of changes in the sector and opportunities available to the school in line with the strategic plan. Notify others of developments and guide, support and monitor their implementation within the school where appropriate.
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To act as a key support to the COO, arranging meetings, coordinating the production of agendas, circulating minutes of meetings and monitoring completion of actions.
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To build and sustain constructive relationships with and to act as an important conduit between the COO and the City of London and external partners, as well as other related parties.
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To assist the Headmaster's EA in the collation and preparation of agendas, minutes and papers for board and committee meetings. To work closely with Chamberlains on construction and delivery of key reports for all City of London meetings.
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To assist the COO in maintaining a smooth-running and efficient office by dealing with all administrative functions, liaising closely with the Bursary Business Support teams and wider school staff.
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Executive Assistant to the Chief Operating Officer
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Organise and set up training sessions, meetings and other activities, liaising where necessary with participants and external parties, ensuring venue and refreshments are available and minuting meetings where appropriate.
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To research and draft complex correspondence and reports on behalf of the COO and to proof all correspondence to ensure it is of the highest possible standard at all times.
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To assist the COO to ensure that the School is compliant in all relevant areas covered in an ISI inspection. Complete Inspection administration as required.
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To work closely with the COO on the preparation and administration of policies, risk registers and procedure documents.
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To oversee the COO’s travel arrangements, trains, flights, taxis, dates etc, for UK and overseas trips.
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Maintain the database of policy and procedure, ensuring documents have been fully reviewed and are up to date. Assist in the preparation of policy reviews and delivery to approvers.
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To show absolute confidentiality and discretion at all times.
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Liaise with policy owners and act as first point on contact for queries.
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To assist with Health and Safety reviews and administration.
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To ensure that safer recruitment requirements are in place and followed for all professional services staff and liaise with the Director of HR on SCR.
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To undertake ad-hoc or special departmental projects for the COO including researching, collating, analysing information and reporting to the COO and others, as and when required.
Other points • Other than in exceptional circumstances, leave is not normally permitted during term time and all leave must be agreed in advance by the COO. This is role can be a full or part time role, term time plus 2/3 further weeks spread across the school holiday periods, to be agreed with the COO and in accordance with business needs. •
Actively seek to implement the City of London Corporation’s Occupational Health and Safety and Wellbeing Policy in relation to the duties of the post, and at all times give due regard to the health and safety of both themselves and others when carrying out their duties.
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Actively seek to implement the City of London Corporation’s Equal Opportunity Policy and the objective to promote equality of opportunity in relation to the duties of the post.
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Undertake any other duties that may reasonably be requested appropriate to the grade.
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Comply with the City of London Corporation’s Financial Regulations and properly monitor and report budget outturn positions on a regular basis as required, including alerting the Line Manager and COO of any significant budget variance in a timely manner and taking appropriate corrective action.
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To seek to implement and comply with the School’s Safeguarding policies and procedures and to demonstrate a commitment to the safety and welfare of children.
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Reporting all accidents to the COO via the City’s Incident Reporting mechanism.
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Informing the COO of any concerns regarding Health & Safety and safe working practices, including the reporting of accidents in accordance with the City’s procedures.
The responsibilities above are not intended to be exhaustive and may change from time to time to meet the requirements of the School.
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Person Specification Please find below the qualifications, experience and techincial skills required to undertake this post. Each criterion will be assessed at application (A), interview (I) or test (T) as indicated below. Please give examples of how you have exhibited these behaviours in your previous role(s). It is essential you address the criterion marked as (A) on your application form in the section for supporting information. Be as specific as possible and try to provide evidence, by examples, where possible, of skills, knowledge and experience. Professional qualifications, relevant education and training • First and/or higher level degree or similar level of experience. (A) • Significant experience of and ability to support top level executive management, providing guidance and advice where required. (A, I) • Experience of, and/or qualification in, formal project management. (A,I) • An excellent understanding and appreciation of the work of the school as an organisation, potentially gained through experience of working in a similar organisation. (A,I) • Approachable manner with outstanding interpersonal and communication skills to deal confidently with a wide range of stakeholders both on own behalf and in place of the COO when necessary.(I) • Ability to prioritise and work strategically with the COO, dealing with sensitive and confidential issues with understanding, tact and diplomacy. (A,I) • Ability to analyse information including research data and the interpretation of government guidance and statutory regulations. (A,I) • Excellent written communication skills including the ability to write clearly, concisely, 8
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accurately, appropriately and with warmth, possessing an exceptional level of accuracy and a keen eye for detail. Experience of writing a wide variety of documents and correspondence including reports, letters, text for articles, guidance and policy documents. (A,I,T) Outstanding problem solving, project management, organisation, and time management skills, with the ability to use own initiative. (A,I)
Experience required • Experience of writing complex reports and documents for a variety of stakeholders (A,I) • Experience of organising high level events (A,I) • Experience of managing and driving forward change (A, I) • An appreciation of a school, setting and in particular, City of London Freemen’s School and its tradition and history.(A, I) • Experience of working with children and a demonstrable commitment to the safety and welfare of children (A, I) • Previous experience of working in a school or similar environment (A) • Experience of maintaining perspective and demonstrating resilience in challenging and demanding circumstances (I) Technical skills • Significant experience of using a variety of databases, analysing data and producing reports and feedback (A,I) • Ability gained through experience or formal training to use Excel or other tools to produce, interpret, and report on complex numerical and statistical data. (A,T) • Confident and advanced level use of a wide range of professional software, including Microsoft Office, Teams, cloud-based collaborative tools and video conferencing. (A,T) Other relevant information • Flexibility to work occasionally early or late and at weekends as necessary. Time off in lieu would be taken during the school holidays in such circumstances. (I)
"This friendly, grounded and well-run school takes the pressure off getting academically bright young things into senior schools and seems to a knack of making challenging work seem fun." The Good Schools Guide
Professional expectations of staff Safeguarding Staff will be kind, fair and respectful to students and each other, challenge others when they are unkind, unfair or disrespectful and have the highest regard for the students’ safety and their safeguarding duties, whether on or off the school premises. Appearance Smart professional dress, or appropriate co-curricular clothing, at all times. Availability Prompt attendance during the School’s operating hours and a commitment to completing School business is expected. Awareness and use of Freemen’s policies Staff will be able to access and use policies as necessary, and read and act upon them appropriately. Behaviour Staff will establish Freemen’s as a place of learning and will determine clear boundaries of behaviour, based on mutual respect and trust. Staff will have high expectations of students and will manage their behaviour effectively.
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Collective responsibility Staff share collective responsibility for Freemen’s standards, reputation and property, should treat them with respect and care, and insist others do likewise. Communication Staff will expect high standards of communication from students and will, in turn, demonstrate accurate, timely and appropriate communication when dealing with students, parents and colleagues. Ethics and behaviour Staff will uphold public trust in the profession and the reputation of Freemen’s by maintaining high standards of ethics and behaviour, within and outside School. They will be respectful and tolerant of the rights of others, including colleagues, and not undermine fundamental British values, including democracy, the rule of law, individual liberty and mutual respect, and tolerance of those with different faiths and beliefs. They will ensure that their personal beliefs are not expressed in ways which exploit pupils’ vulnerability or might lead them to break the law.
Learn, lead and make a difference
Leaders Staff will be leaders in the School, exercising good judgement and modelling the behaviour and habits that are expected of the students. Learners Staff will show and share a passion for their subject or discipline(s). They will seek to develop as professionals and as specialists, will be open to feedback and will seek opportunities to collaborate with colleagues and engage with relevant research. Planning Teaching staff will have a sense of where the lesson fits within the scheme of work and plan well-structured lessons using an appropriate range of pedagogies. Use of feedback Staff will seek to use feedback for themselves and if appropriate, their students and will complete assessments and reports in a timely fashion in the appropriate manner and style.
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How to apply Applicants should send a letter of application and a completed application form to the Headmaster via CLFS-Recruitment@cityoflondon.gov.uk, by 9.00am on Friday 1 December 2023. Shortlisted candidates will be called for interviews that will take place on Wednesday 6 December or Thursday 7 December, though candidates are asked to note that Freemen’s retains the right to interview and appoint at any time during the application process. Freemen’s acknowledges receipt of all applications, if you have not received confirmation of the safe receipt of your application within two working days please call the School or email CLFS-Recruitment@ cityoflondon.gov.uk to check on its status. The successful candidate must be able to satisfy the City of London’s health requirements and a confidential medical assessment by the City of London’s Medical Officer is required. The City of London Freemen’s School is committed to safeguarding and promoting the welfare of children and young people and expects all employees to share this commitment. The successful applicant must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (Enhanced Disclosure).
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"Friendly was the single most uttered word used to describe the school by students, while parents report that their offspring are happy. ‘Kind’ and ‘non-judgemental,’ we also heard, with support on tap." The Good Schools Guide
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Your benefits
Local Government Pension Scheme (LGPS) Contributory defined benefit
City of London benefits:
• CityBenefits - discounts and cashback. • Wellbeing resources. • Sponsorship to become a Freeman of the City of London.
Sports and Leisure: Family friendly Significantly enhanced maternity, adoption and shared parental leave entitlement
Free lunch and refreshments The option to join Supper Club at a subsidised rate
Annual Leave 25/29 days (subject to grade) plus bank holidays increasing with service.
Cycle to work scheme Up to £3,000 salary sacrifice
• Discounted gym membership. • Free use of the fitness suite. • Staff social and sporting opportunities including pilates, yoga and five-a-side football. • Free staff swimming and weekend family swimming for staff.
Learning and Development:
• In-house and externally run CPL • Enquiring Schools project • Support for professional development appropriate to the role including Apprenticeships/Masters.
Season Ticket Loan Wellbeing: Free parking on site
Access to on-site facilities
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• Up to 2 days’ paid leave for volunteering. • Cash back on private health care treatment. • Access to on-site Medical Centre. • Staff Wellbeing Committee. • Confidential Employee Assistance for staff and their families. • Emergencies-only approach to out of hours email. 15
Campus Map
Click here to view 360 Tour of campus 01. Visitor parking 02. Reception 03. Philp House 04. Science and Technology 05. Medical Centre 06. Art and Design 07. Stable Block 08. Ferndale Theatre 09. Dining Hall 10. Haywood Centre 11. Junior School (Kemp House) 12. Boarding (Walbrook House)
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13. Music School and Recital Hall 14. Main House 15. Sports Hall 16. Swimming Pool 17. Cricket Pavilion 18. Tennis and Netball Courts 19. Astro Pitch 20. Cricket Nets 21. Cricket Pitch 22. Italian Garden 23. Rugby and Football Pitches 24. Green Room
25. Fire Assembly Point 26. Bus Stop 27. Upper Car Park 28. Lower Car Park 29. Service Gate (KT21 1JB)
"A down-to-earth, friendly school that’s comfortable in its own skin rather than relentlessly trying to show off its most polished side – and is all the better for it. Just the ticket for parents after a high-quality, stress-free route for their academically bright sons and daughters from age 7 right through to 18. Almost unique around here." The Good Schools Guide