Administrative Assistant

Location: Phoenix Bay, The Pavilion, 3 Seale Hayne, Newton Abbot, TQ12 6NQResponsible to: Business Manager / PrincipalMain PurposeTo provide high-quality administrative, organisational and operational support across Phoenix Bay. The role focuses on coordination, accuracy and communication — ensuring the smooth running of systems, compliance processes and internal administration.This is not a front-of-house role; the post holder will work directly with the Principal and Business Manager on dedicated project and administrative days to support the continuing development of Phoenix Bay as a thriving, trauma-informed SEND school.Key Duties and ResponsibilitiesAdministrative Operations• Manage digital and paper-based records with precision and confidentiality.• Maintain school systems for planning, finance, HR, training and compliance.• Draft correspondence, reports and policy documents to a professional standard.• Coordinate diary schedules, meetings and deadlines for senior leaders.• Support internal communications and document control (letters, forms, guidance).• Order and monitor school supplies stationery, paper, cleaning and toiletry stock) to ensure availability and best value.• Update templates, trackers and compliance logs as directed.• Provide accurate data entry and maintain filing systems in line with GDPR and record-retention policies.• Support curriculum ordering, training bookings and supplier coordination through approved purchasing procedures.• Assist with the preparation of key documentation for inspections, audits and governing reports.Collaboration and Direct Work• Work directly with the Principal and Business Manager (Jac) on dedicated days to deliver administrative projects, audits, and improvement plans.• Contribute to the development of efficient systems that uphold Phoenix Bay’s ethos and standards.• Take initiative in identifying workflow improvements and present practical solutions.• Maintain a proactive, confidential and professional working relationship with all members of the leadership team.Compliance and Documentation• Support data returns and statutory documentation for local authorities and regulatory bodies.• Assist with the production, editing and review of school policies and handbooks.• Manage digital filing structures and ensure all documents meet safeguarding and GDPR expectations.• Support audit readiness across HR, health & safety, and training records.Professional Development• Engage in ongoing CPD relevant to administration, data management and SEND education.• Participate in supervision and professional reflection to continually refine practice.• Contribute ideas to enhance organisational efficiency and culture.Qualifications & Experience• Essential• Good literacy, numeracy and IT skills (Microsoft Office, Google Suite, and file-management systems).• Proven experience in administrative work or office coordination.• Strong written communication and attention to detail.• Experience handling confidential information responsibly.• Ability to prioritise workload and meet deadlines independently.• Desirable• Experience working in education, SEND or safeguarding-related environments.• Knowledge of data protection, compliance and record-keeping frameworks.• Understanding of trauma-informed or relational practice.Personal Qualities• Highly organised, dependable and self-motivated.• Calm under pressure with a reflective, problem-solving mindset.• Positive, discreet and professional in all communications.• Flexible and adaptable to evolving priorities.• Passionate about the Phoenix Bay vision — More than just a school.Safeguarding and Child ProtectionAll staff share responsibility for safeguarding and promoting the welfare of children. Enhanced DBS clearance is required for this post.How to ApplyJoin us at Phoenix Bay School, where we're dedicated to being More than just a school.