Headteacher's PA

North Brent School; Willesden; On-site; GBP 26,000 - 34,000; Full time

Job summary

North Brent School is seeking a Headteachers PA to provide confidential, proactive administrative support to the Headteacher and leadership team. You will manage diaries, coordinate recruitment, handle correspondence and prepare papers for meetings, ensuring smooth operation across the school.

Working with governors and external stakeholders, you will maintain records, organise meetings and support governance processes, including recruitment checks and DBS administration, while protecting data

Qualifications

• Provide confidential administrative support to the Headteacher and leadership team.
• Coordinate recruitment and personnel administration.
• Prepare letters, reports and papers for meetings.
• Maintain secure staff records and ensure data protection.

Responsibilities

• Manage Headteacher's diary, appointments and correspondence.
• Act as first point of contact for staff, parents, governors and external stakeholders.
• Draft and proofread letters, reports and presentations.
• Organise confidential staff meetings and take minutes.
• Coordinate recruitment, shortlisted interviews and DBS checks.
• Maintain the Single Central Record and safeguarding records.
• Support governance arrangements, including appointments and governance papers.

Skills

Diary management

Administrative support

Recruitment coordination

Governance support

Data handling

Communication with stakeholders

Education

Relevant admin experience

Job description

About this Role

Headteachers PA

Reporting to: Headteacher
Location: North Brent School
Hours: Full time - 36 hours per week, 52 weeks per year.

Salary: WMAT Support Staff Scale - SO2

Job Purpose

Provide confidential, accurate and proactive administrative and organisational support to the Headteacher and leadership team. Coordinate recruitment and personnel administration, support local governance and organise agreed school operations so that leaders can focus on pupils, staff and school improvement.

Key Responsibilities

Headteacher and leadership support

Manage the Headteacher’s diary, appointments and correspondence; anticipate deadlines, resolve scheduling conflicts and prepare relevant papers in advance.

Act as a professional first point of contact for staff, parents, governors and external stakeholders. Screen enquiries, refer matters to the appropriate colleague and elevate urgent or sensitive issues promptly.

Draft, proofread and prepare letters, reports, presentations and other documents for approval, maintaining accuracy and a consistent professional standard.

Organise leadership and confidential staff meetings, including agendas, papers, venues and refreshments. Take accurate minutes and maintain an action tracker, following up agreed deadlines.

Coordinate the administration of complaints in accordance with school and Trust procedures, recording correspondence and monitoring response deadlines. Decisions and formal responses remain with the authorised leader.

Collate and prepare the weekly staff bulletin and support the administration, publication and review timetable of the School Development Plan, obtaining contributions from responsible leaders.

Coordinate administration for open evenings, induction, awards and other major events, working with pastoral, administrative and leadership colleagues.

Recruitment and personnel administration

Coordinate vacancy advertising and recruitment packs, maintaining current job descriptions and person specifications with leaders and Trust HR.

Maintain application records and organise shortlisting and interviews, including candidate communications, schedules, tasks, tours and interview documentation.

Complete safer recruitment training and coordinate required pre-employment checks under the direction of the Headteacher and Trust HR. Obtain and verify relevant documentation, track references and elevate gaps or concerns before appointment or commencement.

Administer identity, right to work, qualification, employment history, DBS and other relevant checks in accordance with current statutory guidance and Trust procedures. Refer immigration or sponsorship matters to the authorised Trust specialist.

Maintain the Single Central Record and supporting evidence accurately; undertake agreed checks of completeness and elevate missing or inconsistent entries to the Headteacher or designated safeguarding lead. Senior leaders retain oversight and accountability.

Coordinate any further DBS checks or Update Service checks required by current guidance and Trust policy, rather than applying an assumed fixed renewal interval.

Prepare approved appointment, contract variation, internal promotion and leaving documentation; notify Trust HR, finance and payroll of authorised changes promptly.

Maintain secure staff records and contact details on the school’s management information system. Coordinate health questionnaire and occupational health referral administration through authorised HR channels.

Support early career teacher registration and induction administration, liaising with the designated induction lead and relevant external provider.

Governance support

Provide confidential administrative liaison between the Headteacher, Chair of the Local Governing Body, governors and the Trust governance team, following the agreed scheme of delegation.

Arrange meetings, circulate approved agendas and papers securely and organise meeting logistics, working with the governance professional or clerk.

Prepare approved correspondence and support governor induction, access arrangements, identification and election administration as directed.

Refer complaints and sensitive governance correspondence through the correct procedure; maintain appropriate records and confidentiality.

Suspensions and permanent exclusions

Coordinate administrative arrangements with the Headteacher and responsible pastoral leader, including approved letters, notifications, records and meeting papers.

Monitor administrative deadlines, maintain accurate records and liaise with the Trust, local authority and governance professional as directed. Decisions, statutory responsibilities and case judgements remain with the authorised leaders and governing body.

Daily cover and staff absence

Coordinate daily and emergency cover using the agreed staffing arrangements, informing relevant leaders and maintaining clear records.

Allocate cover fairly in accordance with the school’s agreed approach and applicable employment arrangements; elevate shortages and proposed expenditure for approval.

Book approved supply staff within delegated authority, obtain required agency safeguarding confirmations and coordinate arrival and induction arrangements.

Keep accurate staff absence and supply records; produce regular summaries for leaders and finance, handling health information confidentially.

Professional responsibilities

Safeguard and promote pupils’ welfare, complete required training and report concerns promptly through the school’s safeguarding procedures.

Handle personal and sensitive information securely in accordance with data protection requirements, retention schedules and school and Trust policies.

Work respectfully with colleagues and families, support equality and inclusion, and follow health and safety requirements.

Identify practical improvements to administrative systems and undertake relevant professional development.

Undertake other reasonable duties consistent with the grade and nature of the role, as agreed with the Headteacher.

The role has regular contact with pupils through the school environment. It does not include routine teaching or pupil supervision. This job description will be reviewed with the postholder as school needs develop. Delegated administrative duties do not transfer the statutory accountability of leaders or governors.