Executive Assistant to the Headteacher

The Heathland School

Greater London

On-site

GBP 26,000 - 36,000

Full time

7 days ago

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Job summary

The Heathland School in London is seeking an experienced Personal Assistant to provide high-quality administrative support to the Headteacher and leadership team. You will manage confidential records, coordinate meetings, and handle complex scheduling with discretion.

You will oversee recruitment processes, liaise with Governors, and maintain governance documentation while ensuring GDPR compliance. The role requires excellent organisation, communication skills, and the ability to work with

Qualifications

To complete safer recruitment training.

Responsibilities

Provide administrative and secretarial support for the Headteacher and other Senior Leaders including decision making and delegation when appropriate, handling communications and preparing documents. Key duties include organising meetings and acting as a point of contact for internal and external enquiries, while maintaining confidentiality.
To ensure that high level of administration is provided to the Heathland Leadership Team and Extended Heathland Leadership Team (EHLT) meetings: gathering and preparation of Agenda and Minutes.
To ensure the Headteacher’s diary and commitments are updated on a daily basis, checking details of appointments, reminding of commitments, researching and collating relevant paperwork prior to meetings. Alert the Headteacher well in advance of approaching issues and/or events.
To organise meetings and appointments including booking venues, preparing agendas and papers, ordering refreshments, taking minutes, including confidential staff meetings, disciplinary meetings, flexible working meetings and absence review meetings.
To deal with parent and other external stakeholder queries, especially in the absence of the Headteacher, and decide how to screen telephone calls, enquiries and requests and handle them or delegate to others as appropriate, using discretion in providing information both within and outside the school.
To act, in association with the Headteacher, as the point of contact in relation to any complaints received, referring matters to appropriate members of staff when required, and ensuring that complaints are responded to within the set timescales.
To maintain all confidential and personal records in line with GDPR such that appropriate information is on file and that all relevant checks have been carried out to a high standard.
To maintain up to date job specifications for all teaching and support staff in liaison with senior leaders, ensuring confidentiality.
To manage of the Internal Promotions process, producing the relevant documents and coordinating the programme of interviews. Ensure that appropriate amendments are on file following internal promotions and that the Finance Office and LA are informed of any pay amendments.
To manage the Single Central Record ensuring that it is accurate and up to date. To ensure all staff return appropriate documentation (follow up action by Designated Safeguarding Lead or Headteacher).
To ensure that all staff complete a new DBS every 5 years.
To manage the administration for suspensions and permanent exclusions in liaison with the Deputy Headteacher (Pupil Support) and Headteacher, including communication with LA Officers and preparation of all relevant documents. To manage the spreadsheet recording all external suspensions.
To collate and produce the weekly Update following Staff Briefing, which includes important and key information for all staff.
To manage on behalf of the Headteacher the production and review of the School Development Plan.
To plan and manage the administration for major school events: Senior and Junior Prizegiving Events, New Year 7 meetings with primary schools and Prospective Parents evenings. This includes liaison with SBM, Heads of Year and senior staff to deliver successful events
To update, via SIMS.net software, staff contact details, in order to resolve queries and provide information to appropriate staff members or external agencies.
To manage all necessary information regarding ECTs to the DfE and Teach West London.