Personal Assistant to the Head

Independent Association of Prep Schools; Scotland; On-site; GBP 30,000 - 32,000; Full time

Job summary

A prestigious educational institution seeks a dedicated Personal Assistant to support its senior leadership. This role is integral to managing administrative tasks, event coordination, and maintaining communication within the school. Ideal candidates will demonstrate exceptional organization skills and experience in a similar environment, contributing to efficient school operations.

Qualifications

• Proven experience as a PA or in a similar administrative role.
• Strong skills in Microsoft 365 and school administrative systems.
• Ability to manage multiple priorities and maintain confidentiality.

Responsibilities

• Provide executive support to the Head, managing calendars and correspondence.
• Prepare meeting agendas, take minutes, and maintain governance records.
• Coordinate school events and handle pupil administration tasks.

Skills

Communication

Organization

Confidentiality

Interpersonal Skills

Education

Experience in a high-level administrative or PA role

Tools

Microsoft 365

SharePoint

Epraise

Job description

We are currently seeking to fill the position of Personal Assistant to the Head.

Detail

Personal Assistant (PA) to the Head

The PA to the Head is a pivotal member of the Loretto administration team, providing high-level executive support to the School’s senior leadership.This role requires a proactive, highly organised individual with exceptional communication skills, capable of handling a diverse and confidential workload with professionalism, discretion, and efficiency.

You will have a proven track record of being a positive member of a ‘can-do’ team, as well as being able to work on your own initiative.You will have experience of working as a Personal Assistant or an equally demanding administrative role.With strong interpersonal and relationship management skills, you will have proven ability to multi-task effectively across all aspects of administration.

Key Responsibilities:

1. Executive Support:

• Manage inboxes and calendars for the Head.
• Schedule and coordinate meetings with internal and external stakeholders.
• Prepare daily briefings and summaries for the Head.

2. Meeting Coordination & Administration:

• Prepare agendas, attend meetings, take minutes, and record action points for:
• Weekly Senior Leadership Team meetings
• Fortnightly Senior Management Team meetings/ Senior Management Team + meetings
• Monthly Senior Finance meetings
• Termly and annual events (e.g. Governor meetings)
• Maintain accurate records and archives within Microsoft Teams and OneDrive.

3. Communication:

• Draft and format letters to staff and parents.
• Manage formal invitation processes using platforms like Citizen Ticket and Forms@.
• Coordinate responses and ensure appropriate follow-up communication.

4. Pupil Administration:

• Monitor and process pupil demerits and merits using Epraise.
• Issue merit certificates and log pastoral records in 3Sys.
• Handle confidential pupil communications and liaise with relevant staff.

5. Event Coordination:

• Support planning and communication for school events such as:
• Beating Retreat
• Carol Service
• Welcome Meals and Staff events
• Conferences and Lorettonian Society gatherings

6. Systems Management:

• Use of school platforms including: SOCS, Outlook Shared Calendars, Epraise, Veracross, Parent Portal.
• Maintain records and support system transitions (e.g. to Veracross).
• Track and submit the Head’s expenses and mileage.
• Maintain expense records in compliance with school policy.

8. Governance Support:

• Assist with Governor and Trustee meeting preparation, minute-taking and follow-up.
• Maintain accurate governance records and meeting archives.

Key Skills and Experience:

• Previous experience in a high-level administrative or PA role, preferably in an education setting.
• Strong Microsoft 365 and SharePoint/Teams skills.
• Ability to manage multiple priorities, meet deadlines, and work independently.
• High degree of confidentiality and discretion.
• Familiarity with school administrative systems (e.g. PASS, SOCS, Epraise) is desirable or a proven track record of working with similar systems.

This is a permanent full-time post. Salary will be determined by experience and aptitude for the role but will be in the region of £30,000 to £32,000 per annum plus benefits.

The role is based at Loretto School’s Senior School offices.It requires flexibility, initiative, and the ability to work collaboratively with the wider administration team and staff across both the Junior and Senior Schools.

Application

If you think this is the right opportunity for you, please apply directly through the School Talent website providing a supporting statement and uploading your CV.The supporting statement should outline your interest in the role, as well as the experience and skills that you would bring to the role.

You must be able to provide evidence of having the right to live and work in the UK.

If you have any questions about the application process, please contact [e-mail]

Closing Date: Monday 16 June 2025 at 11:59pm.

It is anticipated that first interviews will be held week beginning 23 June 2025.