Job Description

COMPANY SECRETARY AND ADMINISTRATIVE OFFICER FOR THE BOARD OF DIRECTORS

Grade: Kent Range 6 £18,844 - £20,670 (pro-rata)

Hours: 20 hours per week (term time and up to one week during school holidays)

Reporting to: Chair of Directors

Location: Home working with travel around all Academy school in the Canterbury/Faversham area

This is a permanent position (subject to three month probationary period)

Purpose of Job To act as Company Secretary and Administrative Officer for the Village Academy Board of Directors

Main Duties

Schedule, organise, minute and support internal and external meetings, briefing sessions, hearings, investigations – preparing agendas and minutes as required. Ensuring matters arising are dealt with by the appropriate people within agreed timescales

• Maintain an electronic calendar for Directors to ensure all key events, timetables, observation cycles and document reviews are coordinated and effectively represented. Arrange and prioritise meetings as necessary and ensure Board members are appropriately briefed

• Act as a point of contact for the Directors, dealing with all third parties

• Deal with Directors e-mails, using initiative to deal with all queries and requests where possible

• Liaise between Directors and Principal / Heads of School as required

• Produce reports, mail merges and digests for Directors, Principal, Sub Committees and other key stakeholders. Complete official returns as necessary. Create policies when requested by the Directors and ensure regular review of these.

• Work closely with Bursar and Academy administration staff to foster good communications and ensure provision of required information

• Receive incoming post in all matters related to the Company, drafting related correspondence as required

• Carry out research / projects as required by the Directors, including preparation of key documents

• Ensure maintenance and regular updating of clear and effective filing, records and other systems

• To update all relevant contact details termly

• Regularly check and maintain information provided on Academy website – liaising with website provider as required

• Arrange conference and meeting rooms outside of school

• Any other reasonable duties as deemed appropriate by the Directors

• The Village Academy is committed to safeguarding and promoting the welfare of children. The post is subject to an enhanced disclosure to the criminal records bureau.

Person specification

Ess e n t ia l D e s i r a b l e Qualifications / Education

- Good general level of education- Maths and English GCSE or equivalent- Excellent written and spoken English

- Evidence of further/higher level of education

- Typing qualifications- Commitment to personal professional

development, the development of effective practice and a willingness to share this with colleagues

Experience- Experience in minute taking- An understanding of the importance of

effective documentation and record keeping

- Proven ability to work with a variety of

- Knowledge of education/schools- Evidence of successful team working

Skills- High levels of organisational skills and

initiative- Able to work effectively and sensitively with

wide range of people- Excellent communication and negotiation

skills- Excellent IT, secretarial and administration

skills - experience in using MS office (Word, Excel, Outlook & Powerpoint)

- Ability to analyse situations and possible outcomes to establish most effective course of action

- Able to plan and prioritise regular and irregular tasks in a logical manner

- Evidence of project planning and successful completion

- Typing Skills

Personality- Able to maintain confidentiality- Sound judgement- Calm under pressure- Hardworking and committed- Be flexible and responsive to change- Self-motivated and pro-active- Appropriate levels of personal presentation

- Enjoy varied work

Values- A commitment to the Academy’s aims &

values- Hold positive values and attitudes and adopt

high standards of behaviour in a professional role

- Demonstrable commitment to teamwork and whole school improvement

- Integrity- Recognition of the need for an appropriate

work / life balance