OUR SCHOOL

Umhlanga College joined Inspired in late 2016 and was officially renamed Reddam House Umhlanga.
Situated on the edge of Umhlanga Ridge, Reddam House Umhlanga encourages children to ‘simply be children’, while actively supporting them on their journey to achieve their very best. Within the parameters of a robust, diverse and enriched curriculum, the Reddam House campus culture fosters academic, sporting and cultural excellence, underpinned by a strong and supportive pastoral care system.

ROLE SUMMARY:

The position of Personal Assistant (PA) encompasses many roles. Generally these roles can be categorized under the following 5 broad areas of responsibility:

1. Administration
2. Recruitment & Public Relations (PR)
3. Admissions
4. Functions
5. Other:

ADMINISTRATION AND CORRESPONDENCE

• Managing the info email address
• Preparing the appropriate paperwork for any internal or external meetings attended by the Exec Head.
• Taking minutes and preparing agendas for meetings that the Exec Head requires the PA to attend.
• Taking minutes of disciplinary hearings of staff and students.
• Typing of all letters from the Exec Head and members of the College management.
• Keeping the filing up to date
• Managing the Exec Head’s diary.
• Setting up of interviews and related activities associated with the recruitment and appointment of new staff members.
• Fielding calls for the Exec Head; acting as ‘gate-keeper’ and directing queries to relevant staff members.
• Responding to invitations to events on behalf of the Exec Head.
• Co-coordinating the Exec Head’s travel arrangements.

RECRUITMENT AND PUBLIC REATIONS

• Interfacing with members of the public and the College being the first contact with prospective parents.
• Liaising with current Grade 6 and 7 students and parents.
• Scheduling interviews with the Exec Head and prospective students or parents.
• Conducting personalized tours of the College campus for prospective students and parents.
• Liaising between the College and feeder schools regarding prospective students and Closed Scholarships.
• Corresponding between the College and prospective scholarship candidates – following up on offers of scholarships.
• Sending out letters of scholarship offers and following up of acceptances.
• Maintaining the spreadsheet of scholarships and liaising with the Finance Department.
• Organizing any recruitment related functions including Open Days or Afternoons or Information Mornings or Evenings.
• Organizing the writing of Entrance Examinations – with assistance from the College Secretary or Receptionist.
• Assisting with the organization of Orientation Days for new Grade 8s and new students.
• Designing, ordering and managing the stock of marketing collateral (marketing material and souvenirs etc.)

ADMISSIONS Personal Assistant

• Liaising with the Finance Department to ensure that application fees are paid.
• Acknowledging applications by typing letters/ emails.
• Phoning parents and arranging interviews with prospective students and families to meet with the College Head.
• Preparing personal student files and ‘party packs’.
• Preparing and sending out of letters of acceptances/ conditional acceptances and rejection.
• Answering queries via phone and email on a continual basis.
• Liaising with the Academic Head/ Grade Head regarding subject choices of new students.
• Liaising with the Academic Head/ Grade Head regarding the placement of new students in classes and communicating any arrangements regarding the new students’ first day at the College.

FUNCTIONS Personal Assistant

• Arranging birthday cards/ gifts as well as gifts/ cards on special occasions.
• Planning and overseeing the set-up of high profile College events such as the annual Open Day and Valedictory Ceremony.
• Arranging cards/ gifts on special occasions for College staff such as births, weddings and retirements.
• Organising farewell functions for departing staff in the College including the purchasing of appropriate gifts.
• Organising College functions (sending out invitations; catering; AV requirements; set-up etc.) such as New Parents’ Cocktail Party; Information events; dinners etc.
• Liaising with the Estates departments regarding the setting and clearing up of College functions.
• Designing of invitations and programmes for high profile functions.

OTHER

• Substituting for the College Secretary, Receptionist in her absence, during leave or lunch periods.
• Due to the dynamic nature of any school other responsibilities and functions may be delegated by the Exec Head to the PA to assist in the operational efficiency of the College.

SAFEGUARDING STATEMENT

Inspired Education Group is committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practices and pre-employment background checks will be undertaken before any appointment is confirmed.