PA to the Principal - Rugby School Japan

The position

• The PA to the RSJ Principal is responsible for acting as first line of contact for the Principal, his diary management, the maintenance of administrative systems and filing and for general secretarial and administrative duties.  
• The post holder will come into contact with a wide range of adults and pupils and will need to provide a warm welcome to visitors and other contacts whilst operating at the highest professional standards in support of the Principal.  
• First point of contact for internal and external enquiries for the Principal; filter and respond on their behalf, where appropriate using discretion and tact                       
• Ensure telephone callers and visitors receive a professional response, and are dealt with by the appropriate person.   
• Welcoming the Principal's visitors and generally acting as 'front of house' for the school.
• Attending information sessions, Open Days and other school events 
• Day-to-day management of the Principal's office including proactive diary management, email management, general correspondence, preparation of presentations and report writing. 
• Oversee the Principal's travel arrangements, trains, flights, taxis, dates etc. for training, visits and trips. 
• Enter financial information into budget spreadsheets for the Principal  
• Open post and emails for the Principal, observing privacy requirements as directed by the Principal and redirecting wherever possible, keeping the Principal informed of all important issues. 
• Meet regularly with the Principal looking at the week ahead and providing the next day's diary with associated paperwork on the previous day. 
• General administration duties for the Principal including keeping notes of meetings, teaching preparation notes and photocopying. 
• Ensuring that the Principal is briefed for all meetings and appointments with relevant Correspondence, documents and presentations well in advance.  
• Providing meeting support, including booking of rooms, refreshments and minutes taking, for meetings attended by the Principal as requested. 
• Build a strong, professional relationship with current parents, staff and heads of other schools so that they feel comfortable bringing routine queries to the Principal's PA.
• Assist members of the Senior Leadership Team (SLT) as required by the Principal.

Personal Specifications

Experience

• Experience of being a successful personal assistant in an international school setting
• High level of interest in and passion for international school education
• Experience of contributing to the positive environment and ethos of an international school

Knowledge, skills and abilities

• An understanding of online management information systems eg iSAMS
• Ability to be a good team player with a good understanding of how teamwork contributes to harmonious school life and purposeful school development.
• Excellent verbal and written communication skills.
• Ability to work under pressure, prioritize tasks and manage time effectively in order to meet deadlines.

Disposition – evidence of

• Commitment to excellence and to significantly contribute to the success of the school.
• Personal and intellectual qualities required to work alongside and set an example to others.
• Ability to work on own initiative and be proactive.
• Flexibility, drive, energy and enthusiasm.
• Approachability and a sense of humor.

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Remuneration

The remuneration package will be competitive.

HOW TO APPLY

Application process and closing date for applications

• Please apply through Career Cross, sending a recent photograph, a CV and Cover Letter of no more than one side of A4 addressed to Mr Tony Darby, Principal, Rugby School Japan, by the closing date.
• The closing date for applications is Friday 16th December at 12:00 JST (early applications are encouraged); RSJ reserves the right to make an appointment at any stage of the recruitment process.
• Interviews will take place at the CEA office in Tokyo, or online.  

Qualifications, Identification, Health and Background Checks 

• Please note that candidates may be required to bring documentation to interview providing proof of identity and qualifications.
• They may also be required, within the final appointment process, to undergo a health check and relevant background checks as part of the School's recruitment and safeguarding procedures.

Child protection

• Rugby School Japan is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
• Applicants will be required to undergo child protection screening appropriate to the post, including checks with past employers and the DBS. In addition, all successful candidates will be vetted in accordance with COBIS, NMBS and KCSiE requirements.
• The Rugby School Group Safeguarding Policy can be found at   https://www.rugbyschool.co.uk/wp-content/uploads/2022/03/RSG-Safeguarding-and-Child-Protection-Policy-MASTER-updated-March- 22.pdf