Personal Assistant to Depute Rector for Academics

Teacheroo; Scotland; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prestigious educational institution in Scotland is seeking a proactive Personal Assistant to support the Deputy Rector for Academics. The role involves managing administrative tasks, maintaining academic records, and coordinating events, requiring exceptional organizational skills and experience in an educational setting. Ideal candidates will have a strong background in administration and a high level of proficiency with MS Office tools. This role does not offer visa sponsorship.

Benefits

Generous Defined Contribution Pension Scheme

Access to onsite gym

Employee Assistance Programme

Fee discount

Provided three-course lunch during term time

Qualifications

• Experience as a PA, Executive Assistant, or Senior Administrator is essential.
• Previous experience in an educational environment is desirable.
• Ability to manage multiple workflows under pressure is essential.

Responsibilities

• Provide direct administrative support to the Academic Deputy.
• Manage the Academic Deputy Rector’s diary and prioritise appointments.
• Support the Exams Officer with preparation and administration of examinations.

Skills

High level of computer literacy

Excellent time management skills

Strong written and oral communication skills

Attention to detail

Education

Good standard of education including Higher English

Tools

MS Office (Word, Excel, Outlook, Teams)

iSAMS

Job description

Personal Assistant to Depute Rector for Academics

The Edinburgh Academy is seeking an organised, proactive, and professional Personal Assistant to support the Deputy Rector for Academics and their team in ensuring the smooth running of the school’s academic operations. This role is central to the coordination of the school’s teaching and learning provision, requiring exceptional administrative skills, discretion and the ability to work collaboratively with staff, pupils and parents. The postholder will play a key role in supporting the Deputy Rector in managing day to day administrative tasks, maintaining academic records, overseeing timetabling and reporting processes, and ensuring that communication across departments is efficient and effective. The successful candidate will be highly organised, detail-oriented, and confident in managing competing priorities within a busy school environment. This is the lead administrative role within the Senior School, carrying line management responsibility for the School Office Manager and the Receptionist, overseeing the smooth delivery of front-of-house and office services. The Edinburgh Academy is unable to offer visa sponsorship for this role. The successful candidate must have the right to work via other means.

Package Description

The school prides itself on its warm and welcoming community, inclusive of all staff. Our teaching staff work alongside the operational teams to ensure the smooth running of the school. We value the contribution of all team members. Through involvement in the co-curricular programme all those who work with us can bring their passions to work. Developing our talent is important to us. Access to training and professional development is available and encouraged. Our reward package includes:

• Generous Defined Contribution Pension Scheme
• Access to onsite gym
• Employee Assistance Programme
• Employee Benefits Programme, including discounted access to health insurance, financial well-being products, cycle to work and electric car schemes as well as discounts to a number of major retailers
• Fee discount
• A three course lunch is provided during term time

Main Responsibilities

• Administrative and PA Support: Provide direct administrative support to the Academic Deputy, including diary and inbox management, preparation of documents, and handling confidential information. Schedule meetings, prepare agendas, take accurate minutes, and follow up on action points. Manage and communicate cover arrangements in liaison with the Academic Deputy. Maintain efficient electronic and paper filing systems. Draft and format internal and external communications on behalf of the Academic Deputy. Manage the Academic Deputy Rector’s diary, prioritising appointments and scheduling meetings. Draft, format, and proofread correspondence, reports, and presentations. Maintain accurate and confidential records, including academic tracking and performance data. Support the coordination of academic calendars, deadlines, and internal assessments. Lead the School Office reception team, providing oversight and guidance where required. Confidently use Office 365 (Outlook, Word, Excel, Teams, OneDrive) to support communication and collaboration.
• Exams and Assessment Support: Support the Exams Officer in preparation and administration of all internal and external examinations, particularly SQA assessments. Assist in the organisation and delivery of exam timetables, invigilation schedules, rooming arrangements, and communication with pupils and staff. Maintain accurate records relating to assessments and qualifications. Liaise with the SQA and maintain up-to-date knowledge of exam board requirements and processes. Assist in the planning, preparation, and delivery of all SQA examinations. Coordinate candidate entries, amendments, and withdrawals in line with SQA deadlines. Prepare and distribute examination timetables and invigilation schedules. Ensure secure storage and handling of examination papers and materials. Support the post-results service, including appeals and data analysis.
• Support for Learning / Access Arrangements: Work closely with the Support for Learning Department to coordinate and implement access arrangements for eligible pupils, including applications to SQA where required. Ensure all relevant documentation is accurate, up to date, and compliant with examination regulations. Communicate arrangements effectively with pupils, parents, and staff.
• Information Systems & Data Management: Use and maintain the school’s Management Information System (iSAMS) for pupil data, timetabling, assessment tracking, and examination entries. Extract and present data and reports as required to support academic planning. Ensure data integrity and security across academic records. Confidently use Office 365 (Outlook, Word, Excel, Teams, OneDrive) to support communication and collaboration. Maintain digital filing systems and ensure data is stored securely in line with GDPR. Assist with data analysis and reporting using Excel or other tools as required.
• Other key tasks: Provide occasional support to other members of the Senior Leadership Team as required. Participate in relevant training and development opportunities. Uphold the school’s safeguarding, confidentiality, and equality policies at all times.

The Ideal Candidate

Qualifications and Experience

• Educated to a good standard (including Higher English or equivalent) - Essential
• Further administrative or secretarial qualifications - Desirable
• Training or certification in use of school MIS (e.g., iSAMS) - Desirable
• Experience as a PA, Executive Assistant, or Senior Administrator - Essential
• Previous experience working in an educational environment - Desirable
• Involvement in examination processes (ideally SQA) - Desirable
• Experience liaising with staff at all levels and with external stakeholders - Essential
• Handling confidential and sensitive information professionally - Essential
• Supporting pupils with additional support needs or working alongside SfL teams - Desirable

Skills and Abilities

• High level of computer literacy and confidence using MS Office (Word, Excel, Outlook, Teams) - Essential
• Excellent time management skills, including the ability to prioritise tasks - Essential
• Strong written and oral communication skills - Essential
• Minute-taking and preparing professional documentation - Essential
• Ability to manage multiple workflows under pressure - Essential
• Strong interpersonal skills, with a calm, diplomatic and approachable manner - Essential
• Attention to detail and accuracy in all aspects of work - Essential
• Ability to work independently and handle confidential information with discretion - Essential
• Skilled user of databases or other school systems (preferably iSAMS) to manage pupil data, academic records, and examination entries - Essential
• Knowledge of SQA processes and regulations - Desirable
• Understanding of access arrangements and pupil support documentation - Desirable
• Familiarity with safeguarding and child protection responsibilities - Desirable
• Understanding of GDPR practices in schools - Desirable

About the school/organisation

The Edinburgh Academy is a fully co-educational school. The School consists of a Senior School, Junior School and a Nursery Department. The School is a member of HMC. The Edinburgh Academy moved to full co-education across the whole school in 2008. The Junior and Senior Schools are on separate sites, both of which have spacious grounds and sports facilities including extensive playing fields, an all-weather sports area, and a large Sports Hall and Centre.

Contact Details

Teacheroo
Tel: [phone]
Contact: Laura Smith
Email:[e-mail]