Job Description
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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