Job Title: Executive Assistant to the Senior Deputy Head & Academic Administrator
Contract: 12-month Fixed Term Contract (Maternity Cover)
Salary: £34,000 - £37,000 per annum
Hours:
8:00am - 5:00pm, Monday to Friday during term time.
Three weeks to be worked during school holiday periods (9:30am - 4:30pm, Monday to Friday), as agreed with the Senior Deputy Head.
Occasional Saturday mornings and evenings may be required.
Job Purpose
To provide high-level executive support to the Senior Deputy Head and comprehensive administrative support across academic functions. The role also provides organisational assistance for parents' evenings and supports key academic and whole-school events.
Reporting Line
Senior Deputy Head
Key Responsibilities
Executive Support to the Senior Deputy Head
Manage the Senior Deputy Head's calendar, ensuring effective prioritisation of time and commitments.
Ensure the Senior Deputy Head is fully prepared for meetings, visits, events and key deadlines.
Coordinate meetings including booking facilities, preparing agendas, collating papers and taking minutes.
Draft, proofread and prepare correspondence to staff, pupils and parents.
Log communications with stakeholders as required.
Organise weekly briefings, staff meetings, INSET days, committee meetings, conferences, training events and induction programmes.
Maintain teaching and learning and CPD documentation within management information systems and on internal platforms.
Support recruitment processes for teaching staff, including interview scheduling and safeguarding meeting coordination.
Manage the academic appraisal schedule, maintaining records and providing updates on outstanding reviews.
Maintain the CPD budget spreadsheet for teaching staff.
Support preparation for inspection processes as directed.
Lead the administration and coordination of the main annual prize-giving event, including programme production, invitations, prize procurement and rehearsal organisation.
Parents' Evenings - Organisational Support
Working closely with the Deputy Head's PA to support the organisation and smooth delivery of in-person and online parents' evenings:
Set up and manage online booking systems.
Plan timelines and checklists for each event.
Prepare and distribute communications to parents and staff.
Liaise with Heads of Department regarding subject arrangements.
Collate staff availability and manage appointment scheduling.
Coordinate venue bookings and event-day logistics including signage and floorplans.
Provide manual appointment support where required.
Respond to parent and staff queries.
Update user guides and relevant online information.
Collate and manage feedback data.
SEND Administrative Support
Provide administrative support to the SEND department to ensure smooth operation.
Maintain accurate SEND filing systems.
Recommend improvements to administrative systems and resource usage where appropriate.
Additional Responsibilities
Provide cover for the Deputy Head's PA when required.
Provide reception cover when required.
Play an active role in the wider school community.
Comply with safeguarding and all relevant policies and procedures.
Undertake other reasonable duties as requested by senior leadership.This role description is not exhaustive and may evolve in line with organisational needs.
Person Specification
Qualifications & Knowledge
Degree-level qualification or equivalent experience (Essential)
Proficiency in Microsoft Office applications (Essential)
Experience using management information systems (Desirable)
Understanding of safeguarding principles (Desirable)
Experience
Proven experience providing senior-level executive or PA support (Essential)
Experience managing complex administrative systems and processes (Essential)
Experience within an education environment (Desirable)
Experience coordinating successful events (Desirable)
Skills
Excellent interpersonal and communication skills
Strong organisational and project management ability
Exceptional attention to detail
Advanced administrative and IT skills
Strong problem-solving skills with the ability to prioritise effectively
Personal Attributes
Discreet and able to manage confidential information
Calm under pressure and able to meet tight deadlines
Flexible and adaptable to changing priorities
Committed to safeguarding and promoting a safe culture
Safeguarding:
Appointment will be subject to appropriate pre-employment checks, including references and an enhanced disclosure check.
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