Applicants who do not provide a Covering Letter and Application Form, as stipulated, will unfortunately not be considered.
THE ROLE
This is an excellent opportunity to join the friendly and dynamic Birkdale School team, providing essential support to the Head. To provide effective, efficient and confidential administrative support to the Head and Deputy Head (Pastoral), ensuring the smooth daily operation of the school by balancing weekly routines with long-term planning across the academic year. The role is for 40 hours per week, 8am to 4.30pm, Monday to Friday, with some flexibility in working pattern available. There will also be occasional evening and Saturday morning work for key events such as open days and admissions activities. The post will be based predominantly at Birkdale Senior School, with travel between school sites required.
KEY RESPONSIBILITIES
- Provide an efficient, professional, and confidential secretarial service to the Head and Deputy Head (Pastoral), including managing correspondence, reports, publications, and other key documentation.
- Proactively manage the diaries for both the Head and the Deputy Head (Pastoral). Additionally, manage the Head’s email inbox, filtering emails, responding where appropriate, and highlighting action points.
- Organise, attend and administer key school meetings, including room bookings, arranging refreshments, and taking accurate minutes.
- Line manage the Admin Team (including the School Secretary, Matron, and Pastoral Administrators), collaborating to ensure an efficient administrative function, supporting professional development and conducting annual appraisal processes.
- Work alongside the Deputy Head (Pastoral) to organise school events, such as the activities fair and school photo days.
- Work closely with the Prep Head’s PA to support communication and close working between Birkdale Prep and Senior school.
- Take responsibility for compiling and updating various staff, parent, and pupil publications, including the school calendar, staff information, parent communications and school handbooks.
- Manage incoming telephone calls and visitors for the Head, using discretion to deal with routine, non-routine and often complex or sensitive matters. Meet with parents and visitors in the Head’s absence when required.
- Liaise with the HR team on personnel matters, producing related correspondence and maintaining the Head’s appraisal schedules.
- Manage the Head’s emails, respond where appropriate and highlight actions necessary.
- Ensure Governors are kept up to date with school events, distributing key term dates and formal invitations.
- Produce information and liaise with outside agencies as required. Complete LA, DfE, and other statutory returns, including coordinating data for the annual ISC Census every January, and maintaining the live ISI Calendar.
- Support the school in maintaining continuous inspection readiness.
- Carry out any other tasks as required by the Head.
GENERAL DUTIES
- Maintain an awareness of the School’s overarching aims and assist management in continuously improving the quality of service provided.
- Work closely and collaboratively with the wider Admin support team on all administrative matters.
- Liaise with the Head of Marketing and the Registrar regarding prospective pupils, communications, school events, and other relevant matters.
- Ensure all manual and computerised records and filing systems related to the role are meticulously maintained and compliant.
- Support the school's emergency evacuation process, ensuring the safety of visitors, pupils, and staff.
- Actively engage in the School’s staff appraisal and development processes.
- Adhere at all times to the Safeguarding and Child Protection Policy, ensuring physical regional safeguarding displays are kept fully updated and compliant.
- Maintain strict confidentiality and adhere to the School Staff Code of Conduct at all times.
The job description allocates duties and responsibilities. It does not direct the particular amount of time to be spent carrying them out and no part of it may be so construed. It is not necessarily a comprehensive definition of the post, as it may include other duties necessary to ensure the smooth running of the school as directed by the Head. The post holder may also be required to carry out other duties from time to time as deemed as a reasonable request. It may be reviewed and may be subject to modification or amendment after consultation with the post holder.
PERSON SPECIFICATION
Qualifications
- Good standard of general education.
- Business and/or secretarial qualification would be desirable.
Skills & experience.
- Previous experience in an Executive or Senior PA role.
- Significant administrative experience.
- Experience managing confidential and sensitive information.
- Proven team management experience.
- Strong database and IT skills e.g. G Suite, Microsoft office and School MIS (iSAMS) or CRMs. Experience working in the education sector would be desirable.
- An intuitive forward-planner who anticipates the needs of the Head and Deputy Head before they arise.
Personal qualities
- Professional demeanour and high standards. Exceptional communication and interpersonal skills.
- Strong organisational and time management skills.
- Be in sympathy with the strong Christian ethos of Birkdale School.
- Attention to detail and accuracy.
- Ability to work under pressure and multitask.
- Tact, discretion, and confidentiality. Positive team player.
- Smart, presentable appearance.
- Flexible, proactive, and approachable.
- Trustworthy, punctual, and reliable
- Sense of humour and a friendly manner.
- Willingness to undertake ongoing professional development.
HOW TO APPLY
Please submit:
- A cover letter emailed to Ben Bowles, Head, with no more than one side of A4 explaining why you believe you are interested in the role, and the skills and experiences you can bring to it (minimum font size of 11)
- A completed Birkdale School application form which includes the names, addresses, e-mail addresses and telephone numbers of two referees. This can be found on our website www.birkdaleschool.org.uk
RECRUITMENT TIMETABLE
Closing date for applications – Wednesday 29th July 2026 at 5pm
Interviews – Friday 14th August 2026 (flexibility can be given due to the holiday period - please highlight in your covering email)
Email your complete application to [email protected]
For an informal discussion regarding the role please do not hesitate to contact the above email address with any questions you may have. Applicants who do not provide a Covering Letter and Application Form, as stipulated, will unfortunately not be considered. If you have any difficulties in providing this, please do not hesitate to contact the HR team at [email protected]
Pay: £30,463.00-£32,358.00 per year
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
Work Location: In person
