Head Master's Office Assistant

ISC group; Greater London; On-site; GBP 27,000; Full time

Job summary

A prominent educational institution in Greater London is seeking a Head Master’s Office Assistant to provide administrative support to the Executive Assistant. This full-time, term-time only role includes responsibilities like organizing Teacher Cover, maintaining filing systems, and supporting pupil registration. Ideal candidates should possess strong organisational and secretarial skills. The role is based in a dynamic school environment fostering a diverse community and is perfect for those looking to engage in varied administrative tasks.

Benefits

Free School meals

Generous pension scheme

Access to leisure facilities

Cycle to Work Scheme

Qualifications

• Efficient in secretarial and administrative tasks.
• Ability to support the Executive Assistant effectively.
• Skillful in managing emails and calendars.

Responsibilities

• Organise Teacher Cover and support the Registration team.
• Maintain the paper filing system and manage staff absences.
• Provide general administrative support relevant to their area.

Skills

Organisational skills

Secretarial skills

Calm attitude

Job description

Overview

Required for: as soon as possible
Location: Deans Yard - Westminster School
Contract: full-time (term-time only), permanent
Salary: £26,982.98 (actual) based on a full-time equivalent of £35,000 per annum
Benefits include:

• free School meals when onsite
• a generous School pension scheme
• free access to the School’s leisure facilities, including a fitness gym (restricted hours)
• access the School’s Cycle to Work Scheme and season ticket loans following completion of our standard probation period

Note: For this role, there is no fixed closing date. Applications will be considered on receipt, and interviews may occur at any stage.

We can only accept candidates who already hold the legal right to work in the UK and, if successful, will need to provide evidence at interview. We are unable to offer sponsorships for applicants, or candidates currently working in the UK on a sponsored visa, or assistance with renewal upon expiry.

Role purpose

The Head Master’s Office Assistant provides efficient and effective secretarial and administrative support to the Executive Assistant to the Head Master, to better enable their role in supporting all aspects of the Head Master’s time. They are a secondary point of contact for all matters in the Head Master’s Office and possess a calm and professional attitude, combined with good organisational and secretarial skills.

Key responsibilities

• Primarily responsible for the organisation of Teacher Cover and providing significant support to the Registration team in line with safeguarding protocols.
• Support the Executive Assistant to the Head Master in their duties and act as an additional point of contact for people contacting the Head Master’s office.
• Maintain the paper filing system (including archiving leavers’ files and creating new files).
• Log staff absences and administer all staff cover (planned and emergency) for lessons and Station (sport).

Administration

• Administration of East India Club referrals, emergency telephone list, HM events, room bookings in the Head Master’s Drawing Room, Maundy money, parking permits and requests, pupil awards and disciplinary matters, pupil proof of status requests, reference requests for former pupils, and staff review cycle.

Pupil registration (training provided)

• Updating LiveRegister based on registration, [e-mail], and absentee feedback; emailing housemasters with a list of unaccounted pupils by 12 noon.
• Calling and emailing parents if a day pupil is unaccounted for; informing the Under Master and the Executive Assistant to the Under Master if a pupil cannot be tracked down.
• Monitoring pupil absence and registration; advising Under Master on regular absenteeism; registering pupils on Saturday AM rotation when applicable.

General Administrator responsibilities

• Maintaining the email inboxes associated with their responsibilities and acting as the primary contact for their administrative area.
• Providing administrative support relevant to their area; assisting the EA to the Head Master in maintaining the Head Master’s calendar; minuting/ noting and circulating information as requested.
• Managing the daily administration for Blackout (mobile phone management system) by analysing Excel data and sharing information with tutors; managing termly administration for Lower School Activities via the intranet to collect data and allocate pupils to sessions.

Hours of work

This is a full-time, term-time-only role. Working hours are 08:15 to 16:15, Monday to Friday (1 hour lunch break), and 08:15 to 13:15 on Saturdays when there is school (roughly 20 Saturdays per year). When Saturday mornings are worked, a later start or earlier finish on a fixed weekday can be arranged, to total 35 hours per week.

Equal Opportunities and Safeguarding

Equal Opportunities: We are an equal opportunities employer and encourage applicants from all backgrounds.

Safeguarding and Child Protection: Westminster School is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

Working at Westminster

Westminster School is a busy, purposeful place to be with a community of around 750 pupils, 120 teaching staff and 108 support staff. The School welcomes a diverse range of candidates and strives to be inclusive and engaging for all staff and pupils.

The School

Westminster School is an independent day and boarding school for boys aged 13-18 and girls aged 16-18, with a long history and distinctive ethos. Pupils achieve exceptional examination results and access top universities, with a broad program of academics and extra-curricular activities.