Head Master's Office Assistant

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

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

For this role, we can only accept candidates who already hold the legal right to work in the UK and if successful will need to provide evidence ortunately, we are unable to offer sponsor ships for applicants, or candidates currently working in the UK on a sponsored visa as we are unable to assist with renewal upon expiry.

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 things in the Head Master’s Office and possess a calm and professional attitude, combined with good organisational and secretarial skills.

They will be primarily responsible for the organisation of Teacher Cover, and also provide significant support to the Registration team in ascertaining pupil whereabouts, in line with safeguarding protocols.

The office ethos is supportive and relaxed but a high degree of accuracy and confidentiality is expected, alongside the ability to work to deadlines and to act appropriately under pressure.

Reporting to, and working closely with, the Executive Assistant to the Head Master they will:

• Support the EA to the Head Master in all of their duties.
• Support the administration of the Emergency Response Plan as directed by the Executive Assistant to the Head Master.
• Provide an additional point of contact for people contacting the Head Master’s office.
• Maintain the paper filing system (including archiving of leavers’ files and creation of new files).
• Log staff absences.
• Administration of all staff cover (both planned and emergency) for lessons and Station (sport).

Administration of:

• East India Club referrals
• Emergency telephone list
• HM events, including dinners
• Room bookings in the Head Master’s Drawing Room
• Maundy money
• Parking permits and parking requests
• Pupil awards (Praebendum and Digniora) and disciplinary matters
• Pupil proof of status requests
• Reference requests for former pupils
• Staff review cycle

Pupil registration (training will be provided):

• Updating Live Register based on registration,  and absentee feedback.
• Emailing housemasters with a list (by house) of pupils unaccounted for by 12 noon.
• Telephoning and emailing parents in the event that a day pupil remains unaccounted for as soon as possible.
• Informing the Under Master and Executive Assistant to the Under Master if a pupil cannot be tracked down
• Monitoring pupil absence and registration; advising Under Master on regular absenteeism.
• Pupil registration when in on the Saturday AM rotation.

General Administrator responsibilities

• Maintaining the email inboxes associated with their administrative responsibilities.
• Acting as the primary point of contact for their administrative area, making sure telephone callers and visitors receive a professional response and are dealt with appropriately.
• Providing administrative support connected with their area of responsibility.
• Assisting the EA to the Head Master in maintaining the Head Master’s accurate and up to date calendar
• Minuting / noting and circulating information as requested.
• Manage the daily administration for Blackout (our mobile phone management system) by analysing Excel data and sharing information with appropriate tutors.
• Manage termly administration for Lower School Activities, using the school's intranet to collect data from pupils 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, with a one hour…