PA to Principal, School Administrator & Office Manager

Job Title: PA to Principal, School Administrator & Office Manager

Location: Dubai, UAE

Job Purpose:

To provide confidential personal assistance to the Principal and ensure the efficient management of office operations. This role involves administrative and secretarial support, ensuring good organisation and clear communication to aid the smooth running of the school.

Main Duties and Responsibilities:

1. Provide proactive support to the Principal, demonstrating initiative, competence, and confidentiality in office management activities.

2. Manage and lead the support staff team.

3. Act as a gatekeeper for the Principal, handling email and telephone enquiries.

4. Oversee the Principal's calendar, ensuring strategic planning time is effectively scheduled.

5. Organize, collate, and distribute correspondence and documentation promptly, maintaining action logs.

6. Serve as the first point of contact for stakeholders communicating with the Principal.

7. Assist with school activities and events as required.

8. Manage and organise confidential and complex work with tact, diplomacy, and flexibility.

9. Maintain manual and computerised filing systems with controlled and authorised access.

10. Provide a professional, welcoming service to stakeholders, including refreshments for visitors.

11. Manage meeting cycles, including agenda preparation, document assembly, room booking, and minute-taking.

12. Produce letters, reports, data analysis, and other documents from dictation and manuscript.

13. Manage the complaints process, liaise with parents/complainants and ensure timely resolution.

14. Conduct research and prepare reports on behalf of the Principal.

15. Assist with parent/staff governor elections as required.

16. Produce school documents such as leaflets and prospectuses.

17. Flexibly cover early morning or evening meetings as necessary.

18. Organize hospitality for internal meetings and school events.

19. Arrange travel and accommodation for the Principal if required.

20. Manage the Principal's appointment diaries and personal filing systems.

21. Liaise with staff, parents, governors, Local Authority, DfE, and outside agencies as appropriate.

22. Handle general administrative work, including all correspondence.

23. Produce reports for Directors and Governors.

24. Manage correspondence to Directors and Governors, including agendas and meeting papers.

25. Clerk Board of Directors/Governors meetings and maintain records.

26. Organise hospitality for Board/Governors' meetings.

27. Manage documentation regarding student disciplinary matters.

28. Assist school office staff with secretarial and administrative tasks.

29. Attend and minute ad-hoc meetings as required.

30. Produce agendas and minutes for Senior Leadership Team meetings.

31. Support the Principal/Head of HR with personnel functions:

- Manage recruitment adverts, process applications, and organise interviews.

- Obtain employment references for shortlisted applicants.

- Issue appointment letters to successful applicants.

- Review contracts of employment.

- Conduct enhanced DBS checks as required.

- Ensure the single central register is kept up to date.

32. Update the MIS database and correspond with parents as changes occur.

33. Act as the first point of contact for staff grievances and parental complaints, coordinating the process.

34. Ensure the school website is updated with relevant information.

35. Coordinate and publish the School Newsletter.

36. Support the school's ethos, objectives, policies, and procedures by:

- Engaging in the performance review process.

- Promoting equal opportunities and celebrating diversity.

- Participating actively in school life.

- Complying with Health and Safety policies.

- Demonstrating excellent attendance and punctuality.

- Adhering to the School's Dress Code.

37. Comply with policies related to child protection, health, safety, welfare, security, confidentiality, and data protection.

38. Undertake any other duties reasonably required by the Principal.

Qualifications:

Essential:

- GCSE grade C or equivalent in English and mathematics.

- Excellent IT skills and knowledge of Microsoft Applications

- Excellent knowledge of Canva 

- Experience in a busy office environment.

- Proven experience in a PA role (at least two years), including diary management and travel arrangements.

- Experience organising meetings and accurate minute-taking.

- Experience managing and maintaining accurate records and filing systems.

- Experience in the line management of staff.

Desirable:

- Further or higher education qualifications in a relevant field.

- Experience working in a school or similar environment as a PA.

- Experience in staff recruitment, selection, and training.

- First aid qualification or willingness to obtain one.

Knowledge and Skills:

Essential:

- Ability to build relationships with students, colleagues, and professionals.

- Ability to lead, develop, and motivate a team.

- Excellent organisational skills.

- Excellent verbal and written communication skills.

- Good numeracy and literacy skills.

- Ability to manage confidential data appropriately.

- Proficient in office software, including word processing, spreadsheets, databases, and internet systems.

Desirable:

- Knowledge of safer recruitment requirements in schools.

- Understanding of school governance, the Freedom of Information Act, and relevant legislation.

- Knowledge of SIMS software.

- Website management skills or willingness to undertake training.

Personal Qualities:

- Ability to show initiative and prioritise work under pressure.

- Collaborative and able to follow directions from the Principal.

- Flexible and responsive to unplanned situations.

- Willingness to attend evening meetings as required.

- Commitment to continuous professional development.

- Dedication to high standards of child protection and safeguarding.

- Responsibility for personal health and safety.

- Commitment to the school's ethos and policies.

Evidence of qualifications and skills will be assessed through the application form, references, interviews, and certificates (to be presented at the interview).

Other:

This job description is not part of the employee's terms and conditions of employment and is not intended to have any contractual effect. iBOS reserves the right to amend this job description at any time.