This is an exciting opportunity for an experienced Administrative Assistant/Secretary to join our school, ensuring the provision of a comprehensive, confidential, and professional support service to the Head of Pre-Prep & Nursery. In addition to the day-to-day secretarial support, you will oversee funding for the Nursery, making this an interesting and varied role.
The successful candidate will have a genuine passion for working with children and enjoy being part of a busy and changing environment. You will be a team player with a positive “can do attitude”, with outstanding organisational skills and the ability to work to tight deadlines. In addition, you will act with tact and discretion at all times.
Demonstrable experience operating as an Administrative Assistant or Secretary is essential, whilst experience of working in a school setting is desirable.
We aspire to deliver exceptional every day, whilst creating a welcoming and supportive environment where individuals can thrive and be celebrated. Our 3 cornerstone values are Humility, Engagement and Kindness. If this sounds like a cultural fit for you, and you meet the job requirements, we would love to hear from you.
Purpose of the Role
To provide high-quality administrative and operational support to the Pre-Prep and Nursery, ensuring the efficient delivery of services, compliance with regulatory requirements, and excellent communication with staff, parents, and external stakeholders.
Key Duties and Responsibilities
Administration and Data Management
- Manage and update Taunton School data on the Somerset Early Years Funding Portal, ensuring accuracy and timely submission in collaboration with the Finance Department.
- Maintain accurate student and parent records on iSAMs, including medical, dietary, and emergency contact information.
- Inform the Local Authority when children join or leave at both standard and non-standard transition points.
- Prepare and publish the weekly parent bulletin, ensuring accurate and timely communication.
- Oversee and update the staff and school calendar; attend regular operational meetings to support scheduling and planning.
- Manage supply orders.
- Produce certificates, birthday cards, and other documentation to support the life of the school.
- Undertake any additional reasonable administrative tasks as directed by the Head of Pre-Prep and Nursery.
Compliance and Record Keeping
- Ensure all medical, allergy, dietary, and safeguarding records are current and communicated to relevant staff and departments.
- Coordinate medical-related activities, such as vaccination days and vision screening.
- Maintain accurate health and safety records, including fire safety documentation.
Parent Support
- Act as the first point of contact for parents and prospective parents via phone and email, providing information and support.
- Manage booking systems for holiday clubs, after-school clubs, and parents’ evenings, providing assistance with queries, changes, and cancellations.
- Support and attend Open Mornings and other school events, liaising with parents as required.
Event and Operational Coordination
- Coordinate catering and logistics for school events, ensuring smooth delivery.
- Liaise with photographers (e.g., Tulip Photography, Emily Fairweather) to organise and manage photo sessions, ensuring parental consents are in place.
- Support the Head of Pre-Prep and Nursery with diary management, paperwork preparation, and general administrative tasks.
- Process daily post, general enquiries, and order supplies as required.
- Attend staff meetings and Room Leader meetings to record minutes.
Staff Support
- Provide cover in nursery rooms when required.
General
- Exemplify the school values of Humility, Engagement and Kindness, and demonstrate the appropriate and expected behaviours
- Promote, monitor and maintain health, safety and security in the workplace, through adherence to the relevant policies and procedures
- Contribute to the protection and welfare of children and young people, as appropriate, in accordance with any agreed policies and/or guidelines, reporting any issues or concerns to the DSL
- Adhere to all other relevant school policies and procedures
- Support the management team by performing other reasonable duties as required
- Work as part of a team and support other members to meet objectives
- Attend staff meetings and INSET as required
- Partake in the school’s appraisal process
- Undertake all mandatory training, as required
The duties and responsibilities shown above are not intended to be exhaustive and the post holder will be expected to be flexible and to take on new responsibilities as necessary to meet the changing needs of the School.
- This job is one that engages in regulated activity.
Pay: £26,227.50 per year
Benefits:
- Additional leave
- Canteen
- Company events
- Cycle to work scheme
- Discounted or free food
- Employee discount
- Enhanced maternity leave
- Enhanced paternity leave
- Free flu jabs
- Free or subsidised travel
- Free parking
- Health & wellbeing programme
- On-site gym
- On-site parking
- Referral programme
- Sick pay
Work Location: In person
