Personal Assistant to the Principal Job Description 2013

Mission Statement of Liston College In partnership with its community, Liston College will create and maintain a school environment centered on Catholic values. It will, equitably, encourage students in its care to strive to use their abilities to the fullest, as members of society and of the Catholic community. As the Principal’s Personal Assistant you are an important member of the Liston College Community. You will, along with all Liston College staff, ensure that the school operates successfully and effectively and maintains a positive public image. This position entails working with information, much of which is held in confidence. Under no circumstances is this confidentiality to be compromised. Responsible to: The Principal The Primary Objectives of this position are to:

Support the Special Character of the College as outlined in our Mission Statement

Support and assist the Principal Organise new student enrolment applications for the college Process applications for employment positions at the college Act as the Board of Trustees’ Secretary Contribute positively to the corporate life of the school and its wider

community. Be committed to ongoing Professional Development Be available to assist with other duties.

Key Tasks Performance Indicators

1. Special Character Support the Special Character of the College as outlined in our Mission Statement

2. Administrative services

Provide secretarial services as requested by the

Principal in a timely, professional manner. Manage appointments/ diary and phone calls. Provide a high level of customer service to staff,

students, parents, visitors and callers to the school.

Process mail each day. Check emails daily and direct to the appropriate

staff member. Ensure filing system for the Principal is kept up

to date. Organise filing of archival records for the

Principal Organise travel and travel itineraries for the

Principal ( and SLT as required) Type minutes of Senior Leadership Meetings Attend staff briefings, prepare briefing notes

and email these to staff . Process stand-down documentation Support the efficient operation of school

administration. Other duties as directed by the Principal,

including Purchasing gifts Event management - Organising

morning teas and meals for SLT meetings, BOT and staff functions.

Photocopying

3. New enrolment applications

Domestic and International students

Duties to include: Advertising Forwarding enrolment packs Keeping a database of applicants Acknowledging applications Arranging interviews with Principal Sending out letters of acceptance/non

acceptance. Advising prospective parents/caregivers of Open

Evening and Orientation Day etc. Contacting contributing schools re Orientation

Day etc Advising the school office of details of new

enrolments 4. Recruitment of staff Duties to include:

Advertising positions ( if necessary) Forwarding application packs Acknowledging applications received. Arranging interviews Preparing letters of appointment

Preparing IEA’s Preparing Personnel files for each new staff

member Filing Liaising with the Director of Human Resources

re: the above

5. Board of Trustees

Prepare agenda for Board meetings Collate correspondence and distribute to Board

members in preparation for Board meetings. Attend Board meetings Take minutes of Board meetings Prepare minutes for distribution to Board

members Type correspondence after meetings as required. Liaise with Board members Prepare Discipline Hearing correspondence and

reports

6. Payroll Services

File Payroll documentation. Liaise with the Director of Human Resources re:

pay enquires

7. Newsletters Prepare school newsletters for distribution to all students.

8. Professional Development

Participate constructively in the Performance

Management programme Identify own professional development needs

and communicates these to appraiser when establishing performance expectations

Attend relevant professional development programmes and activities

9. Contribution to the wider school

Become familiar with the school’s policies and

programmes Participate in activities that benefit colleagues or

the school as a whole