Headteachers PA

Smile Education; Birmingham; On-site; GBP 26,000 - 38,000; Full time

Job summary

Smile Education are currently recruiting for an experienced PA to the Headteacher to join a welcoming and supportive school. This role provides essential administrative and personal assistant support to the Headteacher and Deputy Headteachers, including diary management, meeting coordination and HR administration.

The ideal candidate will have strong communication and IT skills, experience with Arbor and iTrent, and the ability to handle confidential information with discretion.

Qualifications

• Experience as a PA, senior administration or school admin role.
• Excellent written and verbal communication skills.
• Advanced IT skills and confidence using school management systems.
• Ability to manage competing priorities and handle confidential information.

Responsibilities

• Manage the Headteacher's diary and meeting schedules.
• Provide administrative support to Headteacher and Deputy Headteachers.
• Prepare agendas, papers, briefings and accurate minutes.
• Act as first point of contact for the Headteacher and handle inquiries.
• Coordinate HR processes, pre-employment checks and DBS documentation.
• Maintain personnel files and HR records, including safeguarding compliance.

Skills

Diary management

Communication skills

Organisational skills

IT skills

Team liaison

Education

GCSE English and Maths or equivalent

Tools

Arbor

iTrent

Job description

Smile Education are currently recruiting for an experienced PA to the Headteacher to join a welcoming and supportive school. This is a fantastic opportunity for a highly organised, proactive and professional individual to provide essential administrative and personal assistant support to the Headteacher and Deputy Headteachers.

The successful applicant will be responsible for managing senior leaders' diaries, coordinating meetings, preparing agendas and minutes, handling confidential information and acting as the first point of contact on behalf of the Headteacher. The role will also involve supporting HR and recruitment processes, maintaining staff records, coordinating pre-employment checks and ensuring safeguarding and compliance documentation is kept up to date.

Applicants must have previous experience working in a PA, senior administration or school administration role, alongside excellent communication, organisational and IT skills. Experience using Arbor and iTrent would be advantageous.

This is a fantastic opportunity to join a supportive school leadership team in a varied and rewarding role. Salary will be dependent on experience.

Duties and Responsibilities:

• Managing the Headteacher's diary, appointments and meeting schedules
• Providing administrative support to the Headteacher and Deputy Headteachers
• Preparing meeting agendas, papers, briefings and taking accurate minutes
• Acting as the first point of contact for the Headteacher, handling enquiries professionally
• Managing confidential information and sensitive matters with discretion
• Coordinating recruitment, interview arrangements and onboarding processes
• Maintaining accurate personnel files and HR records
• Completing pre-employment checks, references and DBS documentation
• Preparing induction packs and supporting staff induction programmes
• Liaising with the Trust People Partner and supporting HR casework
• Maintaining the Single Central Record and ensuring safeguarding compliance
• Supporting payroll administration and staff absence recording
• Raising purchase orders and processing invoices
• Maintaining staff information on Arbor, iTrent and other school databases
• Producing workforce census information and management reports

The Ideal Candidate Will:

• Have previous experience in a PA, senior administration or school administration role
• Demonstrate excellent written and verbal communication skills
• Have advanced IT skills and confidence using school management systems
• Be highly organised, proactive and able to manage competing priorities
• Have the ability to handle confidential and sensitive information appropriately
• Possess excellent attention to detail and strong administrative skills
• Be confident liaising with senior leaders, staff, parents and external agencies
• Have an understanding of HR, recruitment and safeguarding procedures
• Be able to work independently and use their initiative
• Hold GCSE English and Maths or equivalent qualifications

What to Expect from Applicants:

We are looking for applicants with previous experience in a PA, senior administrative or school office role. Experience supporting senior leadership teams, managing confidential HR information and maintaining safeguarding records would be highly advantageous.

Knowledge of Arbor, iTrent and school compliance systems would also be beneficial. A relevant HR or PA/Secretarial qualification would be desirable but is not essential.

To be successful in your application, you should have experience in one or more of the following:

• Personal Assistant or Executive Assistant experience
• Senior school administration
• Supporting Headteachers or Senior Leadership Teams
• HR administration and recruitment coordination
• Maintaining staff records and personnel files
• Safeguarding compliance and Single Central Record management
• Using Arbor, iTrent or similar school management systems

Why work with Smile Education?

Smile Education are an agency with a difference. We are education specialists with a proven track record of supporting both experienced education professionals and those beginning their careers. We provide access to training and CPD opportunities and proudly work alongside a number of well-established schools and academy trusts across the local area. We are passionate about finding the right role for every candidate.

We are committed to safeguarding children. Each applicant will be expected to undertake compliance checks including Prohibited List, Barred List, DBS and qualification checks.