executive-assistantjd

Executive Assistant

Title: Salary: Status: Location: Reporting to: Start: Application deadline: Interview date:

Executive Assistant for the Sherborne Area Schools’ Trust £26,822- £30,785 per annum (FTE) –subject to experience 37 hours, Permanent role : Term time + 3 weeks during school holidays. (requirement to attend some evening meetings) Based at The Gryphon School, Sherborne Executive Headteacher and Chair of Trustees As soon as available Monday 29th January 2018 During week commencing 5th February 2018

The Sherborne Area Schools’ Trust (SAST) was formally established on the 1 June 2017. This new local multiacademy trust includes educational provision from 0-19, comprising early years provision and seven schools serving our local community: Buckland Newton CE Primary, St Andrews CE Primary (Yetminster), Sherborne Primary, Sherborne Abbey CE Primary, St Mary’s CE Primary (Bradford Abbas), Thornford CE Primary and The Gryphon School. Collectively there are 2700 pupils, a large specialist workforce of 184 teachers, 292 nonteaching staff and a combined budget of £13.2 million expenditure. We have also recently been awarded Teaching School Status and lead the North Dorset Teaching School Alliance.

This is an exciting period of development for the Trust and education in the area. SAST provides a high quality organisation, infrastructure and central Trust functions to support the schools and the growth of SAST. We have created a new role of an Executive Assistant to enhance the work of the Trust, with a primary focus on providing the Executive team and leaders with the administrative and organisational support needed to carry out their roles to the highest standards. This support includes clerking for the Board of Trustees, alongside a responsibility to co-ordinate compliance across SAST around policies and procedures, including data protection.

We are seeking a highly-motivated individual with a proven track record in a high level PA support role, with an ability to form productive working relationships with a range of stakeholders. The successful applicant will be versatile, possess strong organisational skills with an attention to detail and demonstrate a resourcefulness to find solutions. An interest in education and support of the distinct values, ethos and mission of the Trust is essential.

The Application Process Completed applications should be returned either by post, marked ‘Confidential’ to Caroline Rabbetts, The Gryphon School, Bristol Road, Sherborne, Dorset DT9 4EQ or by email to her at: office@sast.org.uk You are asked to provide the following:  A completed SAST application form  A letter of application of no more than 2 sides of A4 detailing your experience and expertise SAST has an absolute commitment to safeguarding and promoting the welfare of children. The Trust follows the national and Dorset policies and procedures for child protection and security and the interview will include questions about safeguarding children. Current and/or previous employers will be contacted through references as part of the verification process pre-appointment checks if the applicant is short listed. The successful applicant will be required to undertake an enhanced disclosure check with the Disclosure and Barring Service.

SAST is committed to equal opportunities and positively encourages applications from all sections of the community.

Please do get in touch with Steve Hillier, Executive Headteacher, if you would like to discuss this opportunity.

We look forward to receiving your application.

Job Purpose 1. To effectively assist the Executive team and Trust Board to carry out their roles to the highest standards to benefit our pupils and other stakeholders across the Trust.

2. To provide PA support to the Executive Headteacher and administrative support for the Executive team.

3. To co-ordinate compliance across the Trust, monitoring the policy cycle, liaising with senior leaders to formulate, review, update and publish policies and procedures across the Trust, in line with statutory and regulatory requirements 4. To act as designated Data Protection Officer for the Trust (training to be provided) 5. To support the Governance of SAST as administrator to the Trust responsible for the clerking arrangements for the Members, Board of Trustees, SASTCO and oversee the clerking arrangements at a local governance level across the Trust schools.

Role Specific Responsibilities Main Duties Executive Team Support  To take overall responsibility for the day-to day administration of the SAST Head office.  To provide PA support to the Executive Head and SAST Executive team including diary management and preparation of correspondence, meeting briefs, papers and presentations.  Act as first point of contact and information for the Trust and Executive Head.  Act as a representative for the Trust and Executive Head as required.  Work collaboratively with senior leaders across the Trust and develop effective relationships with internal and external stakeholders.  Support and attend Executive Leadership Group meetings, taking, writing and distributing minutes and agendas.  Creative and innovative management of resources to provide solutions for operational challenges.  Manage the content of the Trust website to raise and develop the profile of the Trust.  Undertake such administrative duties as required and develop the operational capacity of SAST. Trust Board and Governance Support  Act as Clerk to the Trust, advising members and Trustees on the proper exercise of their powers and on the application of relevant regulations affecting their work (as found in the Department of Education’s Governance Handbook).  Oversee all administration of Trust Board and Sub-committee meetings including drafting and confirming agendas, preparation and distribution of papers and maintenance of the Trustees’ area on the shared portal.  Oversee the preparation and maintenance of resources for members, trustees, directors ,local governing bodies and the executive team on the shared portal.  Oversee the induction of new trustees and governors.  Liaise with clerks to the local governing bodies for the schools across the Trust to ensure consistency and best practice for governance secretarial support.  Maintain a register of all members and trustees, their business interests and a record of attendance at meetings.  Taking, writing and distributing minutes for all Trust board and sub-committee meetings.  Prepare and communicate the annual calendar for governance meetings.  Ensure the Trust is current with regards to governance compliance and best practice, relevant educational issues and statutory requirements and regulations.

Compliance Co-ordinator and Data Protection Officer (Training provided, where required)  Monitor the Trust’s Policy Cycle and liaise with senior leaders to formulate, review, update and publish policies and procedures, in line with statutory and regulatory requirements.  To play a central role in the Trust’s GDPR working group to implement changes and compliance mechanisms, in preparation for GDPR.  Provide an internal audit mechanism by which to highlight any gaps in data compliance within the Trust.  Work collaboratively with senior leaders to inform, advise or issue recommendations in matters of risk and compliance with GDPR requirements.  Collate and report data to Trustees relating to subject access requests and data breaches. Ensure robust external reporting mechanisms for data breaches, in line with protocols and required timeframes.  Ensure schools’ records for processing operations are accurately recorded and maintained.  Act as point of contact for the ICO on issues relating to data processing, breaches and reporting across the Trust.