* School Secretary and Personal AssistantNEWFast Apply# School Secretary and Personal AssistantEmployerLocation: Tetbury, GloucestershireContract Type: PermanentHours: Full Time, Term TimeSalary: Based on skills and experiencePosted: 17th April 2026Start Date: As Soon As PossibleExpires: 1st May 2026 11:59 AMContract Type: PermanentStart Date: As Soon As PossibleJob ID: 1545218Start Date: As Soon As Possible* Contract Type :Permanent* Job ID: 1545218* Share :At Westonbirt Prep, a creative and ambitious curriculum, a team of talented and enthusiastic staff and the glorious Gloucestershire countryside combine to create the perfect conditions for learning.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.Visits to the school are warmly welcomed.Reports to: Head**Hours, Salary & Benefits:**Hours: Permanent role, full time. Term time, plus 6 weeks.Salary: Based on skills and experienceBenefits:* 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**Job Description:****Front-of-House & Communication**Act as the first point of contact for parents, pupils, staff, and visitors, offering a warm, friendly, and professional welcome.Manage all incoming and outgoing communications (telephone, email, messages), ensuring queries are handled promptly and appropriately.Build positive relationships with parents, supporting clear and effective communication between home and school.Work collaboratively with teaching staff, HR, finance, estates, and catering teams to support the smooth running of the school.**Head’s PA Support**Provide comprehensive administrative support to the Head, including diary management, meeting coordination, correspondence, and document preparation.Act as host for visitors to the Head, providing a warm welcome, managing arrival logistics, and ensuring a smooth visit.Assist with confidential matters, ensuring discretion and professionalism at all times.Support the organisation of school events, meetings, and parent engagements.Provide full administrative support for the Head’s expenses and logistics, including credit card reconciliation, receipt submission, and the booking of travel, accommodation, and itineraries.Support with key admissions events such as Open Mornings, as required.**Pupil Welfare & Pastoral Care**Provide day-to-day pastoral support for pupils, acting as a reassuring and caring presence in the school office.Respond to pupil needs including illness, minor injuries, or concerns, and liaise with parents as required.Administer first aid and medication in accordance with school policies (training provided).Be part of the Prep Safeguarding Team if required (training provided).Maintain medical records, allergy lists, and pupils’ medicine supplies, ensuring accuracy and compliance.Contact parents regarding illness, accidents, or other pupil-related matters.**Pupil Administration**Maintain accurate pupil attendance and absence records using iSAMS.Monitor daily and future absences, contacting parents where necessary and informing relevant staff.Provide attendance and pastoral information to the Senior Leadership Team as required.Update and maintain pupil records, including admissions information and notes.**School Operations & Organisation**Coordinate parent appointments, including Parent Consultation evenings.Support the administration of school trips, clubs, and events.Maintain and update school calendars and parent portals, including termly club information.Prepare and maintain year group, class, and house lists.Coordinate fire registers in liaison with the designated Fire Officer.**Clubs, Events & Activities**Organise and maintain daily and termly club registers.Prepare registers and materials for after-school activities.Manage event communications as required, including invitations and attendance tracking.Record and submit extras billing (e.g. clubs, teas) to the Finance Team on a weekly basis.**Reception & Daily School Life**Ensure visitors are signed in and out, issued badges, and directed appropriately.Maintain a tidy, welcoming, and well-organised reception area (with housekeeping staff support).Manage incoming and outgoing post distribution.Prepare refreshments for meetings and prospective parents.**General Support & Logistics**Assist with day-to-day school needs, including:Collecting pupils for appointmentsManaging lost propertyOrganising tuck and stock suppliesEnsuring adequate medical supplies are availableSupport the wider administrative team with tasks such as photocopying, mailings, and data input.Respond flexibly to the varied and dynamic needs of a busy prep school environment.To see full job description, please read the attached candidate pack.### Attachments### Safeguarding Statement:Westonbirt School is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.We particularly welcome applications from under represented groups including ethnicity, gender, transgender, age, disability, sexual orientation or religion.### Westonbirt SchoolPart of### Wishford Education
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