Headteacher’s Executive Assistant & Governance Support

The Heathland School; Greater London; On-site; GBP 24,000 - 32,000; Full time

Job summary

The Heathland School in London is seeking an experienced School Administrator to provide high‑quality administrative and organisational support to the Headteacher and leadership team.

Responsibilities include coordinating recruitment processes, supporting the Governing Body and Governors, managing diaries, meetings, and communications, and ensuring GDPR compliant record keeping and DBS administration.

Responsibilities

• 1. Provide administrative and secretarial support for the Headteacher and other Senior Leaders, handling communications and documents; organise meetings; act as contact for inquiries; maintain confidentiality.
• 2. Deliver high-level admin support to the Heathland Leadership Team and Extended Heathland Leadership Team; prepare agendas and minutes.
• 3. Manage the Headteacher’s diary and commitments; verify appointments; prepare relevant paperwork; alert on upcoming issues.
• 4. Organise meetings and appointments: book venues, prepare agendas and papers, order refreshments, take minutes (including confidential staff meetings).
• 5. Handle parent and external stakeholder queries with discretion; screen calls and requests; delegate as needed.
• 6. Act as point of contact for complaints with Headteacher; ensure timely responses.
• 7. Maintain confidential records in line with GDPR and ensure checks are up to date.
• 8. Keep job specifications for teaching and support staff up to date with senior leaders.
• 9. Oversee Internal Promotions process; coordinate interviews; inform Finance Office/LA of pay amendments.
• 10. Manage the Single Central Register; ensure staff return required documentation.
• 11. Ensure all staff complete a new DBS every 5 years.
• 12. Administer suspensions and permanent exclusions; liaise with Deputy Headteacher and LA; maintain external suspensions spreadsheet.
• 13. Compile weekly Update after Staff Briefing for staff information.
• 14. Produce and review the School Development Plan on behalf of the Headteacher.
• 15. Plan and manage admin for major events (Prizegivings, Year 7 meetings, Prospective Parents evenings).
• 16. Update staff details in SIMS.net; resolve queries and share information with staff/external agencies.
• 17. Manage information for ECTs to the DfE and Teach West London.
• 18. Serve as confidential initial contact for the Chair of Governors.
• 19. Act as intermediary between parents/staff and Chair of Governors.
• 20. Prepare papers for annual Governing Body meetings using Governorhub.
• 21. Prepare correspondence on behalf of the Local Governing Body.
• 22. Assist with ballots for new teaching and parent governors.
• 23. Arrange hospitality for Governors’ meetings.
• 24. Issue governor IDs and set up Governorhub access for new members.
• 25. Complete safer recruitment training.
• 26. Utilise TES and other recruitment avenues; review options.
• 27. Advertise vacancies; manage recruitment packs; post vacancies on school site; record applications; shortlist.
• 28. Manage interviews; organise programme, lesson observations, tours.
• 29. Support staff matters; conduct pre-employment checks and gather required documents.
• 30. Handle reference requests and follow up.
• 31. Administer work status, immigration and sponsorship information.
• 32. Support staff with Enhanced DBS disclosures; processing forms as required.
• 33. Manage health check questionnaires and OH referrals as needed.
• 34. Ensure safeguarding procedures, DBS checks, and Single Central Register updates.
• 35. Update Payroll provider/LA with contracts, new starters and leavers; file changes.
• 36. Manage daily cover for absent teachers; analyse staff absences; inform users of absences.
• 37. Handle cover requests and arrange emergency cover during the day.
• 38. Ensure fair and transparent distribution of cover.
• 39. Manage supply agencies and ensure safeguarding information for supply staff.

Job description

The Heathland School in London is seeking an experienced School Administrator to provide high‑quality administrative and organisational support to the Headteacher and leadership team.

Responsibilities include coordinating recruitment processes, supporting the Governing Body and Governors, managing diaries, meetings, and communications, and ensuring GDPR compliant record keeping and DBS administration.