Administration Executive

1 week ago

Abingdon, Oxfordshire, United Kingdom The Manor Preparatory School Full time

The Manor Preparatory School is seeking to appoint an Administration / Executive Assistant to the Headmaster to join our team.


This is a permanent position on either a full time basis (with 30 days annual leave to be taken within school holidays) or a term time basis (plus an additional 15 days to be worked during the school holidays as ageed with the Head based on workload).

Term time working hours are 08:00 to 17:00 Monday to Friday with a half hour paid lunchbreak. School holidays working hours are 09:00 to 16:00 with a half hour paid lunchbreak.

The full time salary for this role is between £28,000 and £30,000 depending on skills and experience. The term time only role would be pro-rated.

The job role:


The role is to work closely with the Head to provide the highest level of administrative support: coordinating and managing the Head's diary, dealing with all routine communications, receiving visitors and assisting with the day to day liaison with staff and pupils.

The EA will be an excellent ambassador for the Head and the school in all dealings.


The EA will develop and execute the Head's initiatives and ideas for visits and events, liaising with members of the Senior Leadership Team (SLT) as necessary.


The EA will exercise sound professional judgement, anticipate and solve problems, take initiatives to reduce the Head's involvement in routine matters wherever possible and will have a comprehensive understanding of the needs of the Head and the ethos of the school.


The Head's EA will also support the SET and the SLT in a range of planned tasks and on request.


The Head's EA will provide administrative support to the Head and Senior Staff in the Senior School Application process for upper school pupils, tracking and adhering to deadlines given.


All staff share the responsibility for promoting and safeguarding the welfare of the pupils, in accordance with the school's Safeguarding Policy.


Key Responsibilities

  • Attend daily meetings with Head to discuss work requirements and other issues.
  • To coordinate and manage the Head's diary in Outlook. The EA should be proactive and take opportunities to plan the Head's diary most effectively and according to an established set of priorities.
  • To ensure that relevant school calendar entries are coordinated with the Head's diary.
  • To deal with specific visitors to the Head and enquiries to the Head's office.
  • To meet and greet specific visitors to the Head, ensuring they are given a firstclass welcome and impression of the school, which reflects its ethos.
  • To deal with telephone calls and to screen accordingly.
  • To act as 'gatekeeper' and facilitate access to the Head where appropriate, and without jeopardising the smooth running of the Head's schedule.
  • To deal with all of the Head's correspondence.
  • To open and deal with all post.
  • To prepare other correspondence/documents/reports, as required.
  • To arrange and organise meetings and to ensure the Head has all relevant information in advance.
  • Overseeing/management of all practical arrangements for the Head's meetings, e.g. room bookings, staff/parent availability, catering etc.
  • To attend meetings and take minutes when required. (e.g. the pupils' School Council Meetings).
  • To maintain the administrative and management information systems necessary for the efficient running of the Head's office.
  • To file and keep in good order the Head's important documents.
  • To maintain records as necessary for the smooth running of the school.
  • To organise and track the Head's visits to Senior Schools and visits by other Heads to The Manor.
  • To coordinate events as required by the Head e.g. The school's annual Fireworks Evening, Staff Family Fun evenings.
  • To undertake research in support of the Head's work, to include the preparation of reports/statistics/briefing papers, that can be used by the Head to aid decision making.
  • To help the Head plan assemblies and prepare PowerPoint presentations for them. To invite guests to assemblies where applicable.
  • To liaise with members of staff in charge of any event that requires the Head's attendance/involvement; to liaise with Governors, members of SLT, the Registrar. To liaise with the Deputy Heads regarding matters arising during the Head's absence.
  • To observe and maintain the confidential nature of the post at all times.
  • To manage the timeline and execution for the Head to write pupil reports, proofread and uploading them to the school information management system.
  • To gather information for the Head's reports to Senior Schools and ensure these are sent out in a timely fashion.
  • To help with the Head's termly report to the Governors; liaising with contributors and pulling together content based upon the Head's instructions.
  • To ensure timely communication of Full Board and Committee/Sub-Committee meetings to the Governors.
  • To design (when necessary) and produce play/concert programme

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