If you are interested in applying, please follow the link to complete our application form: https://forms.office.com/e/icTQ1FMdZf
Purpose of the Role
The Executive Assistant provides high-level administrative, organisational and strategic support to the Headteacher, ensuring the effective management of their office and enabling them to focus on school leadership and improvement priorities. The postholder acts as a trusted professional partner to the Headteacher, maintaining confidentiality, discretion and professionalism at all times.
In addition, the Executive Assistant provides administrative support to the Senior Leadership Team (SLT) and contributes to the efficient operation of the school's administrative functions, helping to ensure a well-organised and responsive service for staff, governors, parents and external stakeholders.
Key Responsibilities
Executive Support to the Headteacher
- Manage the Headteacher's diary, appointments, meetings and commitments, ensuring effective prioritisation and time management.
- Act as the first point of contact for the Headteacher, managing correspondence, enquiries and communications on their behalf.
- Prepare, draft and proofread reports, presentations, letters, policies and other documentation.
- Coordinate meetings, briefings and events led by the Headteacher, including preparing agendas, papers and minutes where required.
- Monitor and follow up actions arising from meetings, ensuring deadlines are met.
- Conduct research and gather information to support decision-making and strategic planning.
- Manage confidential and sensitive information with the highest level of discretion.
- Support the Headteacher with governance-related matters, including the preparation of reports and documentation for governors and committees.
- Assist with school improvement activities and strategic projects as directed by the Headteacher.
Support to the Senior Leadership Team
- Provide administrative support to members of the Senior Leadership Team as required.
- Coordinate SLT meetings, including scheduling, agenda preparation, minute-taking and action tracking.
- Assist with the organisation of staff meetings, training events and school-wide initiatives.
- Support the preparation and distribution of leadership communications to staff, parents and stakeholders.
- Help maintain key leadership documentation, records and filing systems.
Administrative and Operational Responsibilities
- Contribute to the smooth running of the school office and administrative systems.
- Maintain accurate records and databases in accordance with school policies and data protection requirements.
- Coordinate school events, visits, meetings and hospitality arrangements.
- Support recruitment and onboarding administration, including interview scheduling and candidate communications.
- Process and manage correspondence, documentation and records efficiently.
- Liaise professionally with staff, parents, governors, external agencies and visitors.
- Assist with the preparation of reports, returns and other documentation required by external bodies.
- Support compliance with statutory, safeguarding and school policies.
Communications
· Build and maintain positive working relationships with internal and external stakeholders.
- Represent the School professionally and courteously at all times.
- Handle enquiries and sensitive matters appropriately, escalating issues when necessary.
- Ensure communications are timely, accurate and aligned with the school's values and objectives.
This job description contains an outline of the typical functions of the job and is not an exhaustive or comprehensive list of all responsibilities, tasks and duties. The jobholder’s actual responsibilities, tasks and duties might differ from those outlined in the job description and other duties commensurate with this level of responsibility may be either permanently or temporarily assigned as part of the job.
This Job Description is not exhaustive and may be subject to change as the school’s needs develop or change
Moon Hall School is committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed.
Moon Hall School recognises and is committed to ensuring applicants and employees from all sections of the community are treated equally regardless of race, gender, disability, age, sexual orientation, religion or belief, gender reassignment, marital and civil partnership status, or pregnancy and maternity. We welcome applications from all sections of the community.
Applications will be reviewed upon receipt therefore early applications are encouraged. Candidates will be contacted by telephone or email for an interview if required. The School reserves the right to interview and appoint prior to the closing date.
This role is also exempt from the Rehabilitation of Offenders Act 1974 and the School is therefore permitted to ask shortlisted applicants to declare all convictions and cautions (including those which are "spent" unless they are "protected" under the DBS filtering rules) in order to assess their suitability to work with children.
Work Location: In person
