We are seeking an experienced and highly competent administrator to work as Personal Assistant to the Deputy Rector (Student Life), providing high-level administrative and organisational support with a focus on pastoral care, wellbeing and safeguarding.
The ideal candidate will be a trusted professional who combines strong organisational and communication skills with empathy, discretion and a warm, approachable manner.
This role is available from 27th October 2025. The Edinburgh Academy is unable to provide visa sponsorship for this role, therefore the successful candidate must have the right to work in the UK via other means.
Job Purpose:
The PA to the Deputy Student Life plays a vital role in supporting the smooth running of pastoral care at The Edinburgh Academy Senior School. This is a key administrative position providing efficient and confidential support to the Deputy Rector (Student Life) and wider Pastoral Leadership Team, including the School Counsellor and Health & Wellbeing Practitioner.
The postholder will manage pastoral records and communications, coordinate meetings, support safeguarding and wellbeing processes, and ensure accurate data management using the school’s MIS (isams).
The role includes supporting the wider Pastoral Leadership Team and School Counsellor, managing sensitive information with discretion, and ensuring efficient communication and coordination of pastoral initiatives.
The Deputy Rector (Student Life) also oversees the work of the Director of Sport & Activities and the Director of Outdoor and Character Education, so there may also be assistance required, for example in administering registers for activities, plans for trips and the Duke of Edinburgh programme.
The current post-holder has also been responsible for developing the Academy’s strategies for supporting Young Carers. A willingness to, and interest in, adding to the School’s reputation for outstanding Pastoral Care would also be welcome.
A high level of IT proficiency is essential.
Main Responsibilities:
1. Executive and Administrative Support
* Manage the Deputy Rector’s diary, prioritising appointments and scheduling meetings.
* Draft, format, and proofread correspondence, reports, and presentations.
* Organise and minute meetings, ensuring timely follow-up on action points.
* Maintain accurate and confidential records related to student wellbeing and pastoral care using the SHANNARI indicators and in accordance with GIRFEC (or their successors).
* Support the coordination of pastoral calendars, events, and initiatives.
* Provide day-to-day administrative and PA support to the Deputy Rector Student Life.
* Manage diaries, arrange meetings, take minutes and follow up on actions.
* Assist in drafting communications to staff, pupils, and parents on behalf of the Deputy Rector.
* Maintain accurate records of pastoral meetings, interventions, and follow-ups.
* Handle sensitive and confidential information with discretion and professionalism.
2. Pastoral and Counselling Support
* Provide administrative support to the Pastoral Leadership Team and School Counsellor.
* Coordinate appointments, maintain confidential records, and manage referrals as well as dealing sensitively with the pupils concerned and their families.
* Assist in the organisation of wellbeing programmes, workshops, and events.
* Liaise with parents, staff, and external agencies regarding pastoral matters.
* Work closely with Heads of Year, the School Counsellor, and Health and Wellbeing Practitioner to support the pastoral care of pupils.
* Coordinate referrals and appointment scheduling for wellbeing and counselling services.
* Liaise with external agencies, parents and carers where appropriate.
3. IT and Data Management
* Use iSAMS to manage student records, pastoral logs, and safeguarding documentation.
* Confidently use Office 365 (Outlook, Word, Excel, SharePoint, Teams, OneDrive) to support communication and collaboration.
* Maintain digital filing systems and ensure data is stored securely in line with GDPR.
* Assist with data analysis and reporting using Excel or other tools as required.
* Confidently use iSAMS (or similar MIS) to input, retrieve and analyse pastoral and disciplinary data.
* Maintain pastoral registers, incident logs, and attendance records as required.
* Prepare and update wellbeing-related documents, ensuring consistency and compliance with school policy and legal requirements.
4. Safeguarding and Compliance
* Understand and adhere to Safeguarding and Child Protection policies in Scotland particularly GIRFEC and the SHANNARI indicators.
* Ensure all records and communications are handled with the highest level of confidentiality.
* Support the implementation of safeguarding procedures and training.
* Maintain accurate pastoral and safeguarding logs on iSAMS, ensuring timely updates and secure storage of information.
* Support the administration of care plans, risk assessments, and wellbeing strategies.
* Assist in the preparation of reports and data analysis relating to pupil wellbeing and behaviour.
5. General Duties
* Provide occasional support to other members of the Senior Leadership Team as required as well as to the wider administrative function of the Senior School.
* Participate in relevant training and development opportunities.
* Uphold the school’s safeguarding, confidentiality, and equality policies at all times.
Ideal Candidate:
E= Essential; D= Desirable
The ideal candidate will balance strong administrative and organisational skills with a calm, empathetic, approachable manner. They must also genuinely enjoy the company of young children, and be committed to helping the School provide a positive, nurturing educational environment for all.
Knowledge, Skills and Experience
Experience
* Proven experience in an administrative or PA role – E
* Experience working in an educational or youth setting – D
* Experience managing confidential records – E
* Experience of working with and managing safeguarding records – D
* Familiarity with wellbeing, counselling, or pastoral support services – D
Skills and Abilities
* Excellent organisational and time management skills – E
* High level of computer literacy (MS Office suite) – E
* Competence in school MIS systems (preferably iSAMS) – D
* Ability to manage sensitive issues, and the young people experiencing them, with tact and confidentiality – E
* Strong written and verbal communication – E
* Confidence working independently and as part of a team – E
Knowledge
* Understanding of pastoral care in school – D
* Awareness of safeguarding responsibilities – D
* Familiarity with wellbeing strategies for young people – D
Package Description:
The school prides itself on its warm and welcoming community, inclusive of all staff. Our teaching staff work alongside the operational teams to ensure the smooth running of the school. We value the contribution of all team members.
Through involvement in the co-curricular programme all those who work with us can bring their passions to work. Developing our talent is important to us. Access to training and professional development is available and encouraged.
Our reward package includes:
* Generous Defined Contribution Pension Scheme
* Access to onsite gym
* Employee Assistance Programme
* Employee Benefits Programme, including discounted access to health insurance, financial well-being products, cycle to work and electric car schemes as well as discounts to a number of major retailers
* Fee discount
* A three course lunch is provided during term time