Senior Leadership Team Administrator
Information for prospective staff
Information about the role
This is a non-exhaustive job description and members of the Professional Services Administration Team will be expected to undertake a range of duties commensurate with the salary and grade as directed by the Officer Manager.
Purpose of post
To provide a range of secretarial and administrative services for the School’s Senior Leadership Team and other senior members of staff at the City of London Freemen’s School in accordance with School priorities and individual workloads as determined by the Office Manager.
Main duties and responsibilities
Administrative support- to members of SLT
Provide administrative services directly to the Deputy Head Academic, Assistant Head –Learning and Teaching, Assistant Head – Head of Co-curricular, Assistant Head – Head of Junior School.
The following is a non-exhaustive list of these services: managing diaries; arranging meetings; submission of expenses; parental communications, including for detentions; reports; taking minutes of meetings; memoranda; notices; surveys.
Administrative support- school events
• Assist with the organisation of a range of School events, including but not limited to Parents’ Evenings, Open Days, Assessment Days and Exam Result Days. (which may take place on a Saturday (with notice))
• To assist the Deputy Head and Office Manager in the running of Prize Day where appropriate.
Administrative support - exams, assessments, and reporting
• Assist members of SLT in producing and checking the School’s Reporting Schedule. Ensure that the schedule is entered onto the School Calendar
• Assist in the administration, setting up and running of parents’ evenings.
• Collection of student options for GCSE, A Level and KS3 languages from Admissions (for external candidates) and our existing students.
• Assist Deputy Head Academic with organisation of public exam invigilation.
• Assist Deputy Head Academic in administration of mock and summer internal examinations, including rooming, staffing and invigilation.
Administrative Support- other
• Alternately take Minutes of School Briefing and other meetings as directed by the Office Manager.
• Assist with the administration of option choices.
• Upload paper files to the Storetec filing system for pupils joining the School directly into the Senior School or Sixth Form.
Reception cover and emergency cover
• To provide cover on reception areas for four hours per week. This comprises inter alia answering external calls, helping pupils, welcoming visitors to the school, finding missing pupils, receiving, stowing and returning confiscated items and overseeing pupils signing in and out.
• Provide emergency cover for absent members of the school-wide administration team, including on Receptions.
• To maintain a detailed knowledge of school procedures, operations, practices, organisation and contacts and commit time to learn about the roles and routines of other members of the school-wide administration team so that any emergency cover provided is effective.
• To maintain telephone cover, as directed by the Office Manager.
Other responsibilities
Take responsibility for:
• keeping the printers / photocopiers in the Common Room and the Office stocked with the paper provided by the Gatehouse.
• keeping the School Common Room’s notice boards tidy and up to date.
Other points
The post holder is expected to:
• Commit himself/herself to continuing professional learning.
• Maintain high standards of discretion and confidentiality, handling information on a needto-know basis.
• Actively 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.
• Actively seek to implement the City of London’s Occupational Health and Safety 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.
• Report all accidents, near misses, significant incidents and faults in line with published procedures and inform the Chief Operating Officer of any concerns regarding Health & Safety and safe working practices.
Revision of Job Description
According to the development and requirement of the school, job descriptions may need to be reviewed and updated periodically after consultation with the job holder.
Person Specification
Please find below the qualifications, experience and technical skills required to undertake this post. Each criterion will be assessed at application (A), interview (I) or test (T) as indicated below.
Professional Qualifications / Relevant Education & Training:
• Good general level of education as indicated by GCSE/O Levels (or equivalent) including English and Maths. (A)
• Sound secretarial skills to include the ability to draft and produce correspondence and minutes, manage diaries, organise filing systems and liaise with senior officers and parents on a variety of matters in connection with the business of the school. (A, I)
• Ability to contribute to the review and development of administrative systems and procedures in a school setting (A, I)
• Ability to quickly acquire a good knowledge of school procedures, operations, practices and contacts in order to be able to work flexibly in accordance with school priorities. (A, I)
• Excellent written communication skills in order to compose correspondence, minutes of meetings and write content for various school communication channels including newsletters and the website. (A, I, T)
• Excellent oral communication skills in order to liaise with senior and academic staff, parents and local organisations on a variety of school issues and the efficient business of the school. (A, I)
• Ability to provide high quality customer services in person and on the telephone. (A, I)
• Proven ability to work under own initiative and manage own workload with little supervision (A, I)
• Demonstrable ability to meet targets over a sustained period of time without compromising on the quality or accuracy of the work produced. (A, I)
• Demonstrated understanding of equality of opportunity and how to apply this in relation to the duties of the post. (A, I)
Experience required, including budget holding experience:
• Previous experience in a secretarial/administrative role undertaking duties such as the drafting of correspondence and communications, diary management, organisation and maintenance of confidential filing systems, and liaison with external contacts in support of organisational objectives (A).
• Experience in the provision of customer services such as dealing efficiently and effectively with the public/clients in person and on the telephone (A).
• Experience of using and maintaining databases (A).
• Experience of working with children and a demonstrable commitment to the safety and welfare of children (A)
Technical Skills:
• Intermediate knowledge of MS Word, Excel, Powerpoint Publisher, the ability to use databases and 45 - 55 wpm Typing Speed. (A, I, T)
Other Relevant Information:
• Previous experience working in a school environment (A, I)
• Understanding of the independent education sector (A, I)
Note to Applicants:
The qualifications, experience and technical skills will be used in the decision-making process for recruitment. 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, we cannot guess or make assumptions, but will assess your application solely on the information provided. Try to provide evidence, by examples, where possible, of skills, knowledge and experience contained in this person specification.
How to Apply
Applicants should send a completed application form to the Headmaster via CLFSRecruitment@cityoflondon.gov.uk, by 9am on Friday 10th January 2025.
Interviews will take place at the school during the following week. 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. We will be closed from 18th December to 3rd January so acknowledgements will be sent, in the new year. If you have not received confirmation of the safe receipt of your application by 6th January if sent between these dates, 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).
