- School Description
The Perse School is a charitable company and one of the country’s leading independent day schools.
Our vision is to love learning and strive for the greater good. The values that define our community are: intellectual curiosity and scholarship, endeavour, breadth and balance, and valuing one another. All aspects of the School were classified as outstanding in its 2019 inspection by the Independent Schools Inspectorate.
We educate girls and boys from 3-18 on three sites in Cambridge: the Pelican Nursery and Pre-Prep, the Prep and the Upper. Children thus progress through three different schools, and have all the benefits of being part of one larger institution with an integrated curriculum and pastoral care system.
We have a clear learning philosophy. We are academically selective; bright children thrive here and embrace the many opportunities we provide to go beyond the curriculum. We provide a rounded education, with first class opportunities in sport, art, outdoor pursuits, music and drama, and a large number of thriving clubs, societies and extra-curricular activities in which all pupils participate.
The pastoral system is strong and supportive, the student body is diverse, and the atmosphere is open and friendly. We provide more than £1 million each year in means-tested bursaries at the Upper and Prep, to ensure children from all backgrounds can benefit from a Perse education.
In the last decade we have invested over £40 million in new and improved facilities across the three sites. This includes two new classroom blocks at the Upper, a Science Centre at the Prep, new sports fields in Little Abington and a Performing Arts Centre.
There are around 400 staff across the whole Perse School (Upper, Prep and Pelican), around half of whom are teachers.
For an overview of the benefits of working at The Perse, please see our reasons to work at The Perse section.
- The Role
The School Office at the Upper School provides support to the academic, pastoral and extra-curricular function of the School. The team consists of mostly term-time staff, with some staff also working during the School holidays.
The School Office team currently consists of:
Sports and Transport Administrator
Curriculum and Operations Administrator
Compliance and Communications Administrator
As a member of the support staff, the School Office Manager’s ultimate line manager will be the Bursar, although day to day responsibility will be to the Assistant Bursar.
Responsible for leading and managing the general administration provision of the Upper School, and support to members of the Upper Senior Leadership Team (SLT), under the direction of the Assistant Bursar, to ensure a high quality, accurate, responsive and efficient service is provided both personally and by the whole School Office team.
Management support and planning
- Liaise with members of SLT to plan and prioritise administrative support tasks required, ensuring that both regular activities in the School year and ad hoc needs are met as efficiently as possible
- Actively encourage academic staff to make use of the School Office staff for administrative tasks.
- In association with the Assistant Bursar:
- review administrative processes, in cooperation with managers across the School, to ensure optimum efficiency and effectiveness;
- provide advice and support on standards and performance in administrative areas outside the direct line management of the School Office Manager, as required
Management of School Office
Oversee the day-to-day work of the School Office to include:
- Leading and motivating the School Office team
- Overseeing the workflow within the team, allocating ad hoc tasks, and providing support for individual team members during busy periods.
- Ensuring appropriate cover (for staff absence and in school holidays) for the School Office team, personally and by allocating tasks.
- Review, record and implement School Office procedures, in consultation with relevant staff and functions across the School, and ensure appropriate knowledge/skills sharing to enable cover and effective utilisation of staff including during School holidays.
- Setting standards and monitoring the performance of the team (in accordance with the School’s performance review and appraisal procedures); assessing training needs and overseeing professional development of the School Office team, including training requests.
- Oversight of ‘pupil services’ (e.g. uniform loans, vending machine refunds, travel loans).
Administrative quality control
- Responsibility for the quality of the pupil data held in the Management Information System (SIMS) with support from ICT. Examples of this include:
- Ensuring that pupil data is entered in to the database accurately.
- Communicating with staff and the Prep and Pelican to ensure greater consistency of pupil data entry.
- Supporting the School’s pupil reporting process in liaison with the DH Teaching and Learning and ICT department.
- Complete regular data checking routines to ensure that we have up to date parental information.
- Undertake or direct other routine data cleanse tasks in cooperation with the ICT team.
- Take responsibility for the quality of PersePosts sent to parents, by double-checking prior to publishing for spelling/grammar errors, ensuring attachments/links are correct and general sense-checking.
- Undertake spot checks of out-going communications to ensure expected standards are maintained.
- Ensure filing is completed, stored and destroyed in accordance with the Records Retention plan.
- Pupil reports – carry out proof reading and correction of staff submissions and coordinate more formal quality control and review (annual or termly depending on focus) under direction of DH Teaching and Learning.
Support to senior staff
- Ensure that the Deputy Heads/Assistant Heads are supported by the School Office team, through the provision of high quality administrative support.
- Administrative support to Senior Deputy Head, as follows:
- co-ordination of sports kit provision for pupils and staff including liaison with suppliers, issuing kit and organising returns;
- PES expedition expenditure – purchasing kit;
- ordering pupil and staff planners
- Respond to other ad hoc requests from senior staff as required.
- Liaise with the Deputy Head (Extra-Curricular) to plan the administrative support required for the Perse Summer School.
- Provide proactive administrative support for the Perse Summer School:
- Initially this will include the editing and proof-reading of course information, and the uploading of details to the Summer School website.
- Later in the academic year the role will involve assisting with marketing, liaising with parents, staff and pupils, managing bookings and payments, keeping records and tracking course take-up and associated staffing needs.
- Liaise with the HR Compliance Co-ordinator in the recruitment of staff for the Perse Summer School and issuing appropriate documentation.
- Assist and support other areas of the School as necessary, as directed by the Assistant Bursar, Bursar or Head.
- Particular support for Admissions during busy times including:
- Responding to admissions enquiries during holiday periods.
- Assisting with the processing of admissions forms during peak periods.
- Allocation of pupils for Open Morning.
- Requesting references from current Schools.
- Arrange Reception cover, as needed particularly during school holidays, including undertaking these duties personally on occasions.
- Undertake “late stay” (to ensure the office is open to 5.30pm, and Reception until 5.45pm, during term time) as required for cover.
- Promoting and safeguarding the welfare of children and young persons for who you are responsible and with whom you come into contact.
- Educated to at least A level standard or equivalent, with GCSE level qualifications in English and Maths.
- Experience of managing an administrative team.
- Experience of working in a School or other educational establishment.
Skills and Abilities
- People management skills, ability to lead, develop and motivate staff, building effective team-work.
- Strong organisational skills, ability to plan, prioritise and multi task.
- Ability to operate as Personal Assistant to multiple senior staff, identifying tasks that can be delegated, offering proactive support.
- Initiative and practical problem-solving ability.
- Excellent interpersonal skills with tact and diplomacy, the ability to communicate effectively with senior staff, parents, pupils and external bodies, and to handle sensitive and confidential matters with tact and complete discretion.
- Well-developed written communication skills, with high standards of literacy and the ability to proof read and draft accurate correspondence.
- Well-developed ICT skills with a strong working knowledge of Word, Excel, PowerPoint and databases.
- High quality secretarial skills including fast, accurate typing.
- A high degree of accuracy, close attention to detail and a conscientious approach.
- A strong customer ethos and concern for quality.
- Ability to devise work procedures and advise on effective workflows.
- Flexibility and “can do” attitude.
JOB SPECIFIC TERMS AND CONDITIONS
This post is full year and full time for 37.5 hours per week Monday to Friday. Normal working hours are 9.00 am – 5.00 pm or 9.30 am – 5.30 pm, with a half hour (unpaid) lunch break.
It is important that School Office support is available from amongst the team between 8.30 am and 5.30 pm, with occasional cover for Reception until 5.45 pm. The School Office Manager will therefore ideally have some flexibility in working hours, preferably working until 5.00 pm.
You may be required to work such additional hours as the needs of the job require. No extra payment will be made for this additional time but, where appropriate, time off in lieu will be given, with the agreement of the line manager.
The starting salary will be at Scale Point 23 of the Perse Support Staff salary scale: £31,240 per annum.
Paid holiday entitlement is 6 weeks plus Bank holidays per annum – one week to be taken at Easter, one week to be taken at Christmas and four weeks to be taken as agreed with the Assistant Bursar. Holiday may not normally be taken during term time.
Closing date: 18 November 2019 at 10am
Interview date: week commencing 25 November
- Safeguarding and Recruitment Policy
The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
Applicants must be willing to undergo child protection screening appropriate to the post including: references from previous employers, a Disclosure and Barring Service check at the enhanced level, as well as eligibility to work in the UK (in compliance with UK government Immigration regulations). Interviews will be conducted in person, and they will explore candidates’ suitability to work with children.
The School’s Recruitment, Selection and Disclosure Policy and Procedure is available for your information on our policies page. This provides details of the pre-appointment vetting checks conducted by the School for all appointments, and how any criminal records disclosures are handled.
- How to Apply
Please apply using our online system.
Please note that you will need to have the necessary information ready in order to complete your application in one go, as you will not be able to save the form to continue later.
If you have a query about applying for a job at The Perse please email email@example.com