Overview
We are looking for a friendly and highly organised School Secretary and Personal Assistant to help keep our busy prep school running smoothly. The purpose of the role is to provide outstanding administrative, organisational, and pastoral support within a busy and nurturing prep school environment. This role is central to the smooth day‑to‑day running of the school, acting as the first point of contact for pupils, parents, staff, and visitors, while also providing dedicated personal assistant support to the Head. The post holder will play a key role in supporting the wellbeing, safety, and care of young children, ensuring a warm, efficient and professional front‑of‑house experience at all times.
Hours: Permanent role, full time. Term time, plus 6 weeks. Salary: Based on skills and experience.
Roles and Responsibilities
* Head’s PA Support: Provide comprehensive administrative support to the Head, including diary management, meeting coordination, correspondence and document preparation. Host visitors to the Head, manage arrival logistics, and coordinate confidential matters with discretion. Organise school events, meetings and parent engagements; handle the Head’s expenses and logistics (booking, credit card reconciliation, receipt submission and itineraries). Support key admissions events such as Open Mornings, as required.
* Pupil Welfare & Pastoral Care: Provide day‑to‑day pastoral support, respond to pupil needs (illness, minor injuries, medication), manage medical records, allergy lists and liaise with parents. Be part of the Prep Safeguarding Team if required, maintain medical supplies and ensure compliance with school policies.
* Pupil Administration: Maintain accurate pupil attendance and absence records using iSAMS, monitor absences, update records and provide information to the Senior Leadership Team as needed.
* School Operations & Organisation: Coordinate parent appointments, support administration of school trips, clubs and events, maintain school calendars and parent portals, prepare year‑group, class and house lists, and coordinate fire registers with the designated Fire Officer.
* Clubs, Events & Activities: Organise and maintain club registers, prepare materials for after‑school activities, manage event communications and submit billing to the Finance Team on a weekly basis.
* Reception & Daily School Life: Sign visitors in and out, issue badges, direct visitors appropriately, maintain a tidy reception area, manage post distribution and prepare refreshments for meetings and prospective parents.
* General Support & Logistics: Collect pupils for appointments, manage lost property, organise supplies, ensure adequate medical supplies are available, and support the wider administrative team with tasks such as photocopying, mailings and data input.
Benefits
* 5% employer pension
* Shopping discount card
* Means tested staff discount
* Complimentary lunch
* Access to the group's counselling scheme
* Access to fully funded apprenticeships
* Personal accident at work cover
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