Personal Assistant
For January 2025 or as soon as possible
Headteacher’s
Our mission is to develop academically successful, community minded, self-confident and well rounded individuals who are well prepared for their futures.
Westbrook Hay is a thriving co-educational independent day school. Pupils enjoy a broad curriculum, achieve excellent results and have the all-important confidence to succeed.
The school roll is currently at a record high of around 380 pupils and in September 2023 announced that it is growing its Senior Section of the school from Year 8 to Year 11 and will begin offering GCSEs.
Our ethos is to be a welcoming, inclusive community that provides the best for, and expects the best from us all.
The school is well known locally for its warm and welcoming atmosphere. This is something we cherish and, even though we are potentially going to grow slightly in size, we do not want to lose this ethos.
We believe our ethos separates us from larger competitor schools in our locality. This ethos is generated by the staff and their relationships with the pupils and parents. It has been regularly described as ‘friendly and professional’.
We are seeking a Headteacher’s Personal Assistant who can assist us with achieving our mission, thrive under this ethos and help the Executive Group as the school moves through the next exciting phase of development. This is a new position and one that is an important part of the school's long term strategy.
Our History
Westbrook Hay School, founded in 1892 by Augustus Orlebar in Bedford, has evolved over 130 years, relocating and renaming itself multiple times. Originally a small establishment with just two pupils, it grew under successive leaderships and moved to its current location at Westbrook Hay in 1963. It transitioned from a boarding school for boys to accepting day pupils and girls in the late 1970s.
Located between Berkhamsted and Hemel Hempstead in Hertfordshire, the school’s beautiful location boasts 26 acres of parkland overlooking the Bourne Valley. For example, the school has a purpose-built Pre-Prep and is planning a new specialist STEAM (Science, Technology, Engineering, Art and Mathematics) building to cater for GCSEs. The Performing Arts Centre was added in 2016 and boasts impressive facilities for dance, drama and music. Specialist facilities also include a Science Laboratory, DT Workshop, Sports Hall, Swimming Pool, an ICT Suite and an Art Studio.
Under various heads the school has expanded and modernised, while continuing to prepare students for prestigious senior schools such as Bedford, Berkhamsted, Haileybury, Millfield, Stowe and St Albans. The school now moves into a new phase of development becoming an all-through school to 16.
Long Term Strategy
In September 2023, Westbrook Hay announced that it is growing its Senior Section from Year 8 to Year 11 to begin offering GCSEs. The decision was made in reaction to the changing local market, from a position of financial strength and due to demand from current and prospective parents. This process has started extremely well with record numbers of pupils joining into Year 7 and new starters into Year 8. The first Year 9 cohort will be in place for September 2025, coinciding with this appointment.
School Structure
The school is growing to form three main sections
Pre-Prep: for pupils from Nursery to Year 2, this section of the school is two form entry and consists of approximately 140 boys and girls
Prep: for pupils from Year 3 to Year 6, this section of the school is two or three form entry and consists of approximately 190 boys and girls
Seniors: currently just Lower Seniors, Years 7 and 8, this section of the school consists of approximately 60 boys and girls. Under our long term strategy we will be adding Upper Seniors, Years 9 to 11, with the aim of having around 40 pupils in each year group.
Overview
The Headteacher's Personal Assistant (PA) plays a vital role in supporting the Headteacher and ensuring that the school operates smoothly and efficiently. This role requires a highly organised, discreet, and proactive individual, who is committed to supporting the school’s mission of fostering a safe, nurturing, and effective educational environment. The Headteacher’s PA is responsible for managing daily administrative tasks, compliance, and school policies, as well as coordinating a variety of logistical needs.
Job Description
Introduction and Safeguarding
The purpose of this job description is to outline the main responsibilities of the Headteacher’s PA. It is not restrictive and includes any other reasonable request that may arise. The safety and well-being of the children in school is paramount, at all times.
As with all staff, the Headteacher’s PA is responsible for promoting and safeguarding the welfare of children. The Headteacher’s PA will adhere to and always ensure compliance with the school’s Child Protection Policy.
If while carrying out their duties, the Headteacher’s PA becomes aware of any actual or potential risks to the safety or welfare of children in the school, it is their responsibility to report any concerns to the schools Designated Senior Lead for Child Protection or the Headteacher.
Key Responsibilities
To oversee and manage the Headteacher’s calendar, n managing conflicting needs and ensuring (s)he is fully briefed and has the necessary documents/information for meetings
The scheduling of internal and external meetings, and n ensuring school events are diarised
Arranging travel and accommodation for the n Headteacher and visitors as needed
Offering effective administrative and secretarial support
To take minutes at Executive Group (EG), general staff, n inset and other meetings/briefings as required by the Headteacher
Proof reading of external correspondence preparing n letters and invitations for events to parents and external visitors
The management of the school’s record keeping system n for meetings with parents (SCFs), attending meeting to take notes when required and agreed with the Headteacher
Visitor Management & Event Coordination
Acting as an ambassador for the Headteacher, meeting n and greeting visitors and arranging refreshments as required
To organise staff birthday and farewell gifts, manage n flower displays in key school areas, and handle other event-related needs around the school
Compliance & Inspection Preparation
Ensuring that all school policies align with legislative n requirements and Independent Schools’ Inspectorate (ISI) standards
Conducting internal audits on policies to maintain n compliance, updating staff on regulatory changes, and assisting with child protection, safeguarding, health and safety, and data protection compliance
To liaise with the Human Resources department to n ensure the accurate maintenance of training records for staff, organising required training sessions
To act as the custodian for inspection documentation n and prepare necessary paperwork for ISI inspections
Administrative Support for the Executive Group
The preparation of agendas, minutes and catering for EG n meetings
To assist the EG with general administrative tasks, if n agreed by the Headteacher
School Minibus and Uniform Administration
Management of minibus schedules and routes, risk n assessments, and fees, coordinating with drivers and maintaining records of required driver qualifications
To administer uniform lists and serve as the point of n contact for staff and parents regarding uniform-related queries, leading the team of volunteers who manage the second-hand uniform shop and acting as the contact for supplier relationships
Data Management & GDPR Compliance
Handling GDPR compliance by gathering, redacting, and n sending Subject Access Requests (SARs)
To update school handbooks, policies, and work n collaboratively with the marketing department and the leadership team to ensure the school website content and the school portal content remains accurate
Additional Duties
Covering the Reception desk in the absence of the n School Secretary or Receptionist
To complete the ISC and DfE census annually, update ISI n data, and support various other administrative or other tasks as requested by the Headteacher
Person Specification
Personal
Qualities
n Be the embodiment of Westbrook Hay’s values and mission and a supporter of the Westbrook Hay Charter
n Be organised, meticulous and a first-rate administrator
n Be a team player capable of building and maintaining a positive working relationship with teachers, non-teaching staff and parents
n Be patient and kind, yet determined
n Have excellent time management and planning skills
n Have a high level of honesty and integrity
n Have an unquestionable understanding of confidentiality
n Have the ability to reflect, review, learn and change if appropriate
n Have excellent interpersonal skills, being able to communicate and work with parents and staff at all levels
n Be flexible in their approach to working hours to ensure requirements are met
n Be empathetic to the plight of others and flexible enough to adapt expectations to support others’ needs and challenges
n Be understanding of the impact of their own behaviour on others
n Have a strong intellect coupled with a sense of humour, keeping professional challenges in perspective
Working Hours & Salary
This role is full time (08:00-17:00). There may be some flexibility available around working hours and salary. This will be discussed with successfully shortlisted candidates. Salary – in the region of 35k pa depending on experience.
What can we offer you?
A fantastic team of staff to work with and be a part of n Defined contribution pension scheme n
A school that is rated ‘Excellent’ by ISI with waiting lists in n operation in a number of year groups
Commitment to continuing professional development n Free cooked lunches and refreshments throughout the day
n
Membership of the Employee Assistance Programme
n Opportunities to attend events organised by the Staff Social n Committee
Receipt of a ‘Golden Ticket’ for assisting with an overnight n event, which enables staff to apply for a half day either in the morning or afternoon
Beautiful rural location and excellent facilities
n 50% fee remission is offered for children of school staff, n subject to availability of places
The deadline for receipt of applications is 18:00 on Wednesday 27th November 2024. To apply for this position please complete an application form. Further information or any enquiries may be requested from our HR officer, Mrs Rachel Franklin (rachel_franklin@westbrookhay.co.uk).
It is anticipated that interviews will be held on the week beginning Monday 2nd December. Candidates will be offered a tour of the school and lunch if the timing of the interview is appropriate. This appointment is to start as soon as possible, or January 2025. The school reserves the right to interview candidates before the advertised deadline so early applications are encouraged. This appointment is for January 2025 or as soon as possible.
Application and Recruitment Process
Compliance Requirements
The appointment is subject to satisfactory pre-employment checks in accordance with DfES guidance, to satisfactory references, satisfactory clearance from the DBS, proof of identity and qualifications and a satisfactory medical report. Westbrook Hay is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. All successful applicants will be required to undergo child protection screening including checks with current and previous employers and the Disclosure & Barring Service.
