Personal Assistant

Responsible to: Chief Executive Officer Location: MET Offices (WR14 2LU) Contract: Part Time / Term Time Only Role Purpose To provide a confidential and personal service to the Chief Executive Officer, carrying out a range of secretarial and administrative tasks and maintaining an efficient running of the Chief Executive Officer’s daily business. Key Responsibilities Managing enquiries Act as the first point of contact for colleagues and stakeholders looking to speak with the Chief Executive Officer Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner Assist with managing the Trust email inbox, ensuring the school meets its expected response times and emails for the Chief Executive Officer are acted on Manage enquiries and requests efficiently, referring where necessary Welcome visitors on behalf of the Chief Executive Officer Assist staff, parents, governors and other stakeholders with the information and support they need Open and respond to mail, escalating to the Chief Executive Officer where necessary Handle all confidential correspondence with discretion Administration and diary management Coordinate the Chief Executive Officer’s diary, making decisions around priorities and ensuring the Chief Executive Officer is suitably briefed Organise travel and accommodation arrangements Support the Chief Executive Officer to manage their workload, advising on priorities where appropriate Prepare the Chief Executive Officer for meetings by assembling reports and relevant documents Respond to appropriate requests for information from governors or external agencies Maintain accurate records in efficient files and online systems Support with the coordination of certain school events, under the direction of the Chief Executive Officer Complete desktop research for the Chief Executive Officer, analysing findings and providing summaries for the Chief Executive Officer Written communication Interpret Chief Executive Officer’s comments into draft written correspondence to be sent to relevant stakeholders Develop written communication that’s professional and upholds the school’s vision and values Proof-read outgoing communication to ensure it’s of the highest standard Support the Chief Executive Officer to use Microsoft applications (e.g. Word, Excel, Powerpoint) Other areas of responsibility Read and follow the relevant Trust policies Undertake training required to develop in the role Ensure all duties and responsibilities are undertaken in line with the Trust health and safety policy Contribute to the safety of children and young people and protect them from harm Provide administrative support for the wider senior leadership team when required Maintain a high degree of confidentiality with regard to issues concerning members of staff and pupils. Respond with tact, sensitivity and awareness to pupils and parents in relation to duties undertaken Requirements and Qualifications criteria qualities Qualifications and training GCSE or equivalent level, including at least a grade 4 (grade C) in English and maths Experience Carrying out administrative and secretarial tasks Dealing with face-to-face and telephone interactions Working with children or young people Working and collaborating within a team Skills and knowledge Good oral and written communications skills Ability to respond quickly and effectively to issues that arise Ability to plan, organise and prioritise to meet deadlines Ability to produce meeting minutes and documents of a high quality Ability to use own initiative and take action accordingly Excellent attention to detail Ability to use IT packages including word processing, spreadsheets and presentation software Ability to use relevant office equipment effectively Ability to build effective working relationships with colleagues Understanding of data protection and confidentiality Understanding of safeguarding Personal qualities Commitment to promoting the ethos and values of the school and getting the best outcomes for all pupils Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the school Commitment to a team approach; exchanging ideas and providing support to colleagues where needed Ability to work under pressure and prioritise effectively Commitment to maintaining confidentiality at all times Commitment to safeguarding and equality Embraces change well Deals with difficult situations effectively Patient, flexible and adaptable, meticulous and conscientious Personal Attributes High integrity, accuracy and attention to detail. Proactive, professional and able to work independently. Able to influence without direct authority. Calm and confident when dealing with challenging situations. Strong commitment to safety and continuous improvement. Safeguarding Mercian Educational Trust is committed to safeguarding and promoting the welfare of children and young people The postholder must: Undergo enhanced DBS clearance. Follow all safeguarding policies and procedures. Report concerns immediately to the appropriate safeguarding lead. Flexibility & Professional Growth As MET continues to grow and evolve, roles may develop and change focus. The postholder is expected to remain flexible and responsive to the Trust’s needs, and to engage fully in professional development that supports this evolution. This job description outlines the key duties and responsibilities of the role but is not exhaustive. The postholder may be asked to undertake other tasks commensurate with the role and level of responsibility. It will be reviewed annually and may be amended following consultation. Mercian Educational Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Experience Essential Desirable Minimum of 2 years’ experience working in a similar role X Carrying out administrative and secretarial tasks X Dealing with face-to-face and telephone interactions X Working with children or young people X Working and collaborating within a team X Safeguarding Essential Desirable Ability to perform a role that involves infrequent contact with children X This post is exempt from the Rehabilitation of Offenders Act 1974 and the amendments to the Exceptions Order 1975, 2013 and 2020 X Skills and knowledge Essential Desirable Good oral and written communications skills X Ability to respond quickly and effectively to issues that arise X Ability to plan, organise and prioritise to meet deadlines X Ability to produce meeting minutes and documents of a high quality X Ability to use own initiative and take action accordingly X Excellent attention to detail X Ability to use IT packages including word processing, spreadsheets and presentation software X Ability to use AI to enhance role, tasks and communications X Ability to use relevant office equipment effectively X Ability to build effective working relationships with colleagues X Understanding of data protection and confidentiality X Understanding of safeguarding X Personal Qualities and Education Essential Desirable GCSE or equivalent level, including at least a grade 4 (grade C) in English and maths X Commitment to promoting the ethos and values of the Mercian Educational Trustand getting the best outcomes for all pupils X Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the Trust X Commitment to a team approach; exchanging ideas and providing support to colleagues where needed X Ability to work under pressure and prioritise effectively X Commitment to maintaining confidentiality at all times X Commitment to safeguarding and equality X Embraces change well X Deals with difficult situations effectively X Patient, flexible and adaptable, meticulous and conscientious