Overview
We are seeking to appoint an organised, professional and flexible PA to the Headmistress. You will provide high-level administrative and confidential support to ensure the smooth running of the Headmistress’s office and assist in the efficient operation of the School.
The role will provide administrative support to the Bursar in their role as Clerk to the Governors and to the HR Department as/ when needed. You will be part of the Administration Team and provide collaborative support across the administrative teams and functions as/ when necessary. Marymount International School London is a friendly and happy school where staff are valued. There is a professional and supportive working environment with many opportunities for CPD. This is a full-time, all year-round position. The normal hours of work will be from 8am to 5pm, Monday to Friday inclusive with a 45-minute unpaid lunch break each day and at such further times and for such periods as are necessary for the proper performance of duties. A degree of flexibility will be required for this role.
Main duties and responsibilities
* Executive Support to the Headmistress: Proactively manage the Headmistress’s diary, coordinate meetings, and ensure adequate preparation time.
* Act as the first point of contact for the Headmistress’s office, handling enquiries with professionalism and discretion.
* Draft, proofread, and format correspondence, reports, presentations, and other documentation to a high standard.
* Monitor and manage incoming communications (emails, letters, calls), prioritise and respond as appropriate.
* Ensure the Headmistress is briefed and prepared for meetings, including compiling agendas, background papers, and action logs.
Communication and liaison
* Facilitate effective communication between the Headmistress and internal/external stakeholders, including staff, parents, Governors, and local authorities.
* Draft and distribute communications on behalf of the Headmistress, ensuring clarity, tone, and professionalism.
* Support the Headmistress in promoting the school’s values and strategic priorities through well-managed communications.
Administrative coordination
* Maintain efficient filing systems (digital and physical) for confidential and general documentation.
* Organise and support school-wide events, meetings, and functions, including logistics, hospitality, and communications.
* Take accurate minutes at meetings, distribute them promptly, and follow up on agreed actions.
* Assist with the preparation and submission of documentation for inspections, audits, and compliance reviews.
* Assist with whole school communication when required.
Governance support
* Schedule and co-ordinate meetings of the Governing Body and its committees, ensuring timely circulation of agendas and papers.
* Oversee the minutes of Committee Meetings, record decisions, and track follow-up actions.
* Maintain a calendar of Governance activities, deadlines, and statutory requirements.
* Assist in the preparation and distribution of governance documentation, ensuring accuracy and confidentiality.
* Liaise with Governors and external stakeholders on behalf of the Bursar and Headmistress.
HR support
* Support HR administrative processes, including coordinating recruitment activities (advertising, interview scheduling, candidate communications).
* Assist with safer recruitment checks, onboarding and induction documentation for new staff.
* Maintain accurate and confidential staff records (electronic and paper) in line with data protection and safeguarding requirements.
* Liaise with external HR providers or advisors as directed.
Team support
* Provide flexible support across the administration functions (HR, Finance, Admissions & Marketing, Administration) and assist with workload peaks, absence cover, and collaborative projects.
Other duties
* Attendance and support at key School events, when required, such as Open Days, Alumnae Events, Graduation etc.
* Any other duties as required by the Head and/or Bursar commensurate with the post.
The person
Education and qualifications
* Good standard of general education
* Business or secretarial qualification
Skills, knowledge & experience
* Proven experience in a Senior Administrative or PA role, preferably in an educational setting
* Understanding of HR processes and Governance structures (desirable but not essential)
* Strong verbal and written communication skills (English), with the ability to communicate effectively with a variety of stakeholders
* Good interpersonal skills to build relationships with parents, pupils and colleagues
* Ability to work independently and collaboratively within a team
* Handle sensitive information with confidentiality, discretion and professionalism
* Excellent attention to detail to maintain accurate records
* Successfully multitask to deliver results and meet deadlines
* Flexible and adaptable to changing priorities with the ability to think on your feet
* Solutions focused with strong initiative
* Pro-active, able to make suggestions for improvement and change
* Good IT skills with knowledge of MS Outlook, Excel, Word, and database skills
* Willing to learn new skills and take ownership of CPD
Safeguarding
* Committed to safeguarding and promoting the welfare of children and young people
* Models professional conduct at all times
* Attends all required safeguarding training and adheres to the school’s safeguarding policies
Mission and ethos
* Strong alignment with the mission, vision, and values of Marymount International School
* Supports and embodies the Catholic ethos and RSHM values of the school
* Genuinely committed to student wellbeing, character development, and community engagement
* Willingness to contribute actively to the spiritual, co-curricular, and pastoral life of the school
Seniority level
* Mid-Senior level
Employment type
* Full-time
Job function
* Administrative
* Industries: Book and Periodical Publishing
Note: This is a reformatted version of the original listing to improve readability while preserving the content.
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