Administrator – Partnership & Communities – Part -Time
Our partnerships enable us to be an active organisation in the community and to fulfil our public benefit. We contribute to the broad education of young people by: enabling them to attend Charterhouse with transformational bursaries, supporting their academic progress and helping the development of life skills, particularly through co-curricular activities and support with Further and Higher Education. In addition, our partners include organisations from other sectors, such as sustainability and the care of disabled or elderly people. Staff and pupils choose to participate in partnerships and find that this involvement enables us to live our values of kindness, responsibility, perseverance, open-mindedness and moral courage.
It is the role of the Community and Partnerships Team to identify and establish partnership opportunities, including for regular volunteering by pupils participating in Silver and Gold Duke of Edinburgh Award. Regular pupil volunteering tends to happen on Tuesday and Thursday afternoons although pupils may participate at other times with the permission of their Housemaster or Housemistress. In addition, departments and Houses should organise events or activities with and for pupils and community partners. These can happen at any time, either regularly or on an ad hoc basis, and may require support from the Community and Partnerships Team.
The Administrator is a key member of the Community and Partnerships Team, providing the administrative coordination of our partnership activities involving pupils. They also support the day to day work of the Deputy Head Pupils & Community.
The Deputy Head (Pupils & Community) (DHPC) leads and manages a range of aspects of school life which relate to equality, diversity and inclusion, pupil induction and pupil voice and our pupil partnerships with the local, national and international community. In addition, the DHPC is responsible for overseeing compliance with educational and pastoral aspects of the Independent Schools’ Inspectorate Inspection requirements. They are also a member of the Designated Safeguarding Team.
The Deputy Head (Pupils & Community) is the line manager for the Community and Partnerships Assistant.
The Assistant is not a line manager. They are part of the Community and Partnerships team which currently consists of Broadwater School Partnership Lead, Head Charities, Head of Community Engagement and Head of Schools Partnerships (joining September 2021). They will also liaise with the School’s subject leads from National Maths and Physics SCITT.
The Assistant has direct contact with pupils, staff, parents of pupils, and local community partners.
Duties relating to Partnerships and Community Activities
Subject to Covid restrictions at the time, the Assistant is responsible for the following:
Managing a spreadsheet or database for coordinating the allocation of staff and pupils to regular community action and partnership activities (both within School and beyond);
* Supporting the monitoring of pupil attendance at regular partnership activities, flagging absence and sanctions via the School’s MIS when required;
* Coordinating completion by others of relevant planning, risk assessments and other regulatory, School and partnership documentation to help ensure compliance and smooth and safe-running of community and partnership activities, liaising with HR and partners regarding safeguarding and DBS when required;
* Using School systems for booking and organising internal deliveries and liaising with Head of Community Engagement to manage logistics of activities enabling pupils to fully engage in their community activities (eg minibus, first aid equipment, ordering food and drink);
* Triaging queries and emails regarding community action and partnership work, with due reference to School policies and plans for community involvement;
* Arranging meetings and calls on behalf of others where these relate to our community and partnership work involving pupils.
* Coordinating reports relating to partnership activities, such as for Governors and external bodies
* Work with the Head of Charities and colleagues in Accounts to coordinate communications and administration relating to charity fundraising/social action initiatives involving pupils
* Occasional participation in large-scale school partnership events
* Demonstrating the highest levels of commitment and compliance to safeguarding and promoting the welfare of children and young people.
Duties relating to day to day role of Deputy Head (Pupils and Community)
The Assistant is responsible for the following:
Devising and maintaining office systems, including data management and filing;
Dealing with incoming email and post, often responding on behalf of the DHPC;
Meeting and greeting visitors at all levels of seniority;
Being proactive in managing the DHPC’s time, organising and maintaining diaries and making appointments;
Being proactive in anticipating and solving problems in respect of the DHPC’s diary and other issues;
Screening phone calls, enquiries and requests, and handle them when appropriate;
Liaising with current and prospective parents, governors, pupils and staff;
Organising and support meetings – taking minutes as required;
Arranging travel and accommodation if required;
Producing documents, letters and coordinating information from multiple sources into single documents;
Working as part of the administrative team that supports the work of the Deputy Heads. Each Deputy Head has an assistant who work together to ensure the smooth-running of shared office facilities;
Supporting in ensuring that policies and other required documents are completed on time and to an appropriate standard;
Preparing awards, certificates, prizes and gifts for pupils, such as printing end of term certificates;
Working with the DHPC to manage the tracking and auditing system for our public benefit and partnership activities;
Working with the DHPC to set up and manage a straightforward and systemic system for policy review and inspection documents relating to educational and pastoral compliance;
Working as part of a team to help ensure successful inspections by external bodies, notably ISI.
No job description can fully cover all aspects of the role and consequently the responsibilities are likely to evolve and change over time. This description does however give an overall view of the position.
Knowledge & Technical Competencies
* Proficient in the use of Microsoft Office, particularly Outlook (email, diary management (including bring forward systems) etc), Word and Excel
* Good office management, organisational, prioritisation and communication skills, with a record of accomplishment in demonstrating experience in using own initiative. Able to manage diary arrangements, including coordinating meetings of various people, plan and carry out work to meet deadlines and achieve goals
* Touch typist
* Experience of iSAMS or other schools-based academic administration system and ability to extract reports
* Understanding and/or previous experience of working in a school environment
Good standard of education – including GCSE (or equivalent) in English language and mathematics
Calm, friendly, articulate, polite manner on the phone, in person and in writing
Discreet and experienced in working with highly sensitive and confidential matters
Capable and happy working independently as well as a member of a team
Has personal values aligned with the School’s values of kindness, perseverance, responsibility, moral courage and open-mindedness
Empathetic and confident with people of all ages, backgrounds and wide range of personalities and needs
Patient, practical, efficient and adaptable, able to respond helpfully to situations that arise suddenly and when under pressure
Possess a positive and strong ‘can do’ attitude and drive; able to take the initiative when necessary; enthusiastic and willing to contribute ideas and ability to see the humorous side of life
TERMS OF SERVICE
This role is part time, term time only, working three days’ a week (days to be agreed, but likely to include Tuesdays and Thursdays), usually (Apply online only)h with an hour (unpaid) for lunch (ie. 22.5 hours/week – equating to 0.37 of the full time equivalent of 37.5 hours/week all year round).
Benefits of Employment
Salary Commensurate with the skills and experience of the successful candidate
Holiday 5 weeks (pro rata) per annum plus 8 statutory bank holidays (pro rata) (it may not be possible to take public holidays during term-time, and time off will be given in lieu). Holidays should be taken during non-term time.
Notice 2 weeks during probationary period (which is normally six months). Once the appointment is confirmed both parties are required to give at least two months’ notice
These benefits are non contractual and are provided at the discretion of the School. The School may replace or withdraw any benefits provided, or amend the terms of such benefits, at any time on reasonable notice to you:
* Membership of the School Sports Centre
* Personal Accident Insurance Cover
* Lunches during your normal working day
* Death in Service Benefit
* Contributory Pension Scheme
* Employee Assistance Programme for wellbeing
* Payment for eye tests for users of visual display screen equipment, and a contribution currently amounting to £40 to the cost of any corrective eye wear (normally claimable once every 3 years)
* Benefits subject to eligibility criteria:
* Subsidised membership of School Golf Club
Cycle to Work Scheme
Applications should be made in accordance with the School’s application and safer recruitment procedures, via the School’s website, selecting the relevant vacancy. This will take you to our new online recruitment system and give you the opportunity to register and complete an application form. You will also have the opportunity to upload your latest CV.
Closing time and date for applications is Sunday 11 April 2021.
Interviews will take place week commencing 23-30 April 2021.
All successful job applicants will be required to undertake a Criminal Record check and to undergo child protection screening.
Job Type: Permanent, Part Time
Location: GU7, Godalming, Surrey
To apply for this job please visit www.cv-library.co.uk.