We are seeking an organised, proactive, and professional Personal Assistant to support the Deputy Rector for Academics and their team in ensuring the smooth running of the school’s academic operations. This role is central to the coordination of the school’s teaching and learning provision, requiring exceptional administrative skills, discretion and the ability to work collaboratively with staff, pupils and parents.
The postholder will play a key role in supporting the Deputy Rector in managing day to day administrative tasks, maintaining academic records, overseeing timetabling and reporting processes, and ensuring that communication across departments is efficient and effective. The successful candidate will be highly organised, detail-oriented, and confident in managing competing priorities within a busy school environment.
This is the lead administrative role within the Senior School, carrying line management responsibility for the School Office Manager and the Receptionist, overseeing the smooth delivery of front-of-house and office services.
The Edinburgh Academy is unable to offer visa sponsorship for this role. The successful candidate must have the right to work via other means.
Main Responsibilities:
Administrative and PA Support
* Provide direct administrative support to the Academic Deputy, including diary and inbox management, preparation of documents, and handling confidential information.
* Schedule meetings, prepare agendas, take accurate minutes, and follow up on action points.
* Manage and communicate cover arrangements in liaison with the Academic Deputy.
* Maintain efficient electronic and paper filing systems.
* Draft and format internal and external communications on behalf of the Academic Deputy.
* Manage the Academic Deputy Rector’s diary, prioritising appointments and scheduling meetings.
* Draft, format, and proofread correspondence, reports, and presentations.
* Maintain accurate and confidential records, including academic tracking and performance data.
* Support the coordination of academic calendars, deadlines, and internal assessments.
* Lead the School Office reception team, providing oversight and guidance where required.
* Confidently use Office 365 (Outlook, Word, Excel, Teams, OneDrive) to support communication and collaboration.
Exams and Assessment Support
* Support the Exams Officer in preparation and administration of all internal and external examinations, particularly SQA assessments.
* Assist in the organisation and delivery of exam timetables, invigilation schedules, rooming arrangements, and communication with pupils and staff.
* Maintain accurate records relating to assessments and qualifications.
* Liaise with the SQA and maintain up-to-date knowledge of exam board requirements and processes.
* Assist in the planning, preparation, and delivery of all SQA examinations.
* Coordinate candidate entries, amendments, and withdrawals in line with SQA deadlines. Prepare and distribute examination timetables and invigilation schedules.
* Ensure secure storage and handling of examination papers and materials.
* Support the post-results service, including appeals and data analysis
Support for Learning / Access Arrangements
* Work closely with the Support for Learning Department to coordinate and implement access arrangements for eligible pupils, including applications to SQA where required.
* Ensure all relevant documentation is accurate, up to date, and compliant with examination regulations.
* Communicate arrangements effectively with pupils, parents, and staff.
Information Systems & Data Management
* Use and maintain the school’s Management Information System (iSAMS) for pupil data, timetabling, assessment tracking, and examination entries.
* Extract and present data and reports as required to support academic planning.
* Ensure data integrity and security across academic records.
* Confidently use Office 365 (Outlook, Word, Excel, 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.
Other key tasks
* Provide occasional support to other members of the Senior Leadership Team as required.
* 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, approachable manner. They need to be discreet and trustworthy, flexible and willing to adapt working practices during peak times such as exams. The post holder will interact with colleagues, external stakeholders (such as parents, examination bodies etc…) and so must be committed to the values and ethos of The Edinburgh Academy, with excellent interpersonal and communication skills.
Knowledge, Skills and Experience
Qualifications
* Educated to a good standard (including Higher English or equivalent) - E
* Further administrative or secretarial qualifications - D
* Training or certification in use of school MIS (e.g., iSAMS) - D
Experience
* Experience as a PA, Executive Assistant, or Senior Administrator - E
* Previous experience working in an educational environment - D
* Involvement in examination processes (ideally SQA) - D
* Experience liaising with staff at all levels and with external stakeholders - E
* Handling confidential and sensitive information professionally - E
* Supporting pupils with additional support needs or working alongside SfL teams - D
Skills and Abilities
* High level of computer literacy and confidence using MS Office (Word, Excel, Outlook, Teams) - E
* Excellent time management skills, including the ability to prioritise tasks - E
* Strong written and oral communication skills - E
* Minute-taking and preparing professional documentation - E
* Ability to manage multiple workflows under pressure - E
* Strong interpersonal skills, with a calm, diplomatic and approachable manner - E
* Attention to detail and accuracy in all aspects of work - E
* Ability to work independently and handle confidential information with discretion - E
* Skilled user of databases or other school systems (preferably iSAMS) to manage pupil data, academic records, and examination entries - E
Knowledge
* Awareness of SQA processes and regulations - D
* Understanding of access arrangements and pupil support documentation - D
* Familiarity with safeguarding and child protection responsibilities - D
* Understanding of GDPR practices in schools. - 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