PA/Operations Assistant

  • Job Reference: IMG00170510
  • Date Posted: 23 June 2022
  • Recruiter: Tonbridge School
  • Website: http://www.tonbridge-school.co.uk/jobs
  • Location: Tonbridge School
  • Salary: £27,000 to £30,000
  • Bonus/Benefits: Lunch provided free of charge during term time
  • Sector: Administration, Education & Childcare
  • Job Type: Permanent
  • Work Hours: Full Time

Job Description

PA / OPERATIONS ASSISTANT

Reporting to: Commercial and Operations Director (COD)

Main Purposes:

To provide administrative support for the Commercial and Operations Director, assisting with the effective operation and development of the School’s support functions, and to ensure that the school complies with the requirements of relevant regulatory agencies.

MAIN DUTIES

• To support the Commercial and Operations Director, through the management of his office and support of operational departments/functions (Catering, Porters/Cleaning, Grounds, Gardens, Health & Safety/Security, Reprographics) and commercial activity (Tonbridge School Centre, Recre8 and Events).

• To support the Safety and Security Manager and the Bursar in overseeing all aspects of Health and Safety Management at the School. In addition, to assist in the continued development, review and enhancement of physical security measures for buildings and the personal security for boys, staff and visitors.

• To keep up to date with, and maintaining a comprehensive log of, regulatory requirements in key operational areas of the School, including: Independent School Standards Regulations (ISSRs); National Minimum Standards for Boarding Schools; Safer Recruitment / Safeguarding / KCSIE; Data Protection / GDPR; Copyright and Intellectual Property (inc. PRS, PPL etc.); Health and Safety, and Security, including first aid and the Equality Act.

• To ensure effective communication of operational procedures, regulatory requirements and policies (including direct communication/presentations, website) so that staff are aware of not only the regulations but also the impact to the organisation if these are not complied with.

• To assist with data protection requirements, including audits, reviews, and the implementation of recommendations.

• To deal with queries from members of the public and external organisations, concerning support functions and general operations of the school.

• To take minutes and prepare reports and papers for the Commercial and Operations Director and Senior Management.

• To support the school with trips abroad and occasionally hold the emergency ‘phone overnight during holiday periods.

• To support the Bursar and his PA with the management of motor insurance for the School’s fleet.

• To undertake any other duties as reasonably required by the Commercial and Operations Director or the Bursar.

CONFIDENTIALITY

The successful candidate must maintain the confidentiality of information regarding the School, its staff and its business. Information must not be communicated to other persons either in or outside the School except in the recognised course of their duties.

CHILD PROTECTION The post-holder’s responsibility for promoting and safeguarding the welfare of children and young persons for who he or she is responsible, or with whom he or she comes into contact will be to adhere to and always ensure compliance with the School’s Safeguarding and Child Protections Policy. If in the course of carrying out the duties of the post the post-holder becomes aware of any actual or potential risks to the safety or welfare of children in the School he or she must report their concerns to the Designated Safeguarding Lead or to the Headmaster.

PERSON SPECIFICATION SKILLS and ABILITIES

  • Reliable and enthusiastic with a flexible approach to work.
  • Excellent interpersonal skills both verbal and written, with the ability to communicate effectively with a wide range of people.
  • Practically minded, proactive, methodical and highly organised.
  • The ability to be flexible, working operationally within the school campus and administratively from the office.
  • The ability to focus on outcomes to be achieved, and the drive and determination to see matters through
  • Creative problem solving, with the ability to make decisions on the information available, which is often limited and not always black and white.
  • Resilient and positive about change. 
  • Friendly, courteous and approachable; able to establish and maintain positive working relationships.
  • Good administrative skills – Word, Excel, Teams etc.

EXPERIENCE and KNOWLEDGE

  • To have or gain a good understanding of the following:
  • Experience of working in a high-achieving, excellence-focused School and/or a busy and demanding diverse operational customer-focused environment.
  • Health and Safety, and Security (Including first aid).
  • Independent School Standards Regulations (ISSRs); National Minimum Standards for Boarding Schools; Safeguarding including KCSIE.
  • Data Protection / GDPR including record retention.
  • Copyright and Intellectual Property (including. PRS, PPL etc.).

HOURS OF WORK

This is a full time post of 37.5 hours a week, all year round with occasional requirements to work evenings

REMUNERATION AND BENEFITS

An annual salary of £27,000 to £30,000 dependent on experience. Generous benefits package including: • Pension scheme • Annual leave of 20 days plus bank holidays rising to 25 days after five years’ service • Lunch provided free of charge during term time • School Fees remission (after three years’ service) • Subsidised Sports Centre membership

Tonbridge School is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening appropriate to any post, including checks with past employers and the Disclosure and Barring Service.

All CVs, applications and questions should be sent to hrdept@tonbridge-school.org

Full details and an application pack may be found on Tonbridge School’s website at: www.tonbridgeschool.co.uk/jobs

Closing date for applications: Thursday 7 July 2022

Early applications are encouraged as suitably qualified candidates may be interviewed before the closing date.

The School reserves the right to withdraw the vacancy if an early appointment is made.