Main Purpose of the Role:

The School Administrative Assistant is a member of the school’s support staff, with responsibility for assisting with the effective operational management of the school office. The role provides high‑level administrative, HR, safeguarding, and organisational support to the Headteacher and Senior Leadership Team (SLT), ensuring the smooth day‑to‑day functioning of the school. The postholder plays a key role in maintaining statutory compliance, managing sensitive information, supporting staff and pupils, and coordinating staff cover and HR processes, including probation.

Key responsibilities

Office Administration & Front-of-House

• Oversee the day‑to‑day operation of the school office, ensuring a professional, welcoming, and efficient environment.
• Act as the first point of contact for parents, visitors, and external agencies, managing telephone, email, and face‑to‑face enquiries.
• Manage reception, visitor sign‑in procedures, and site security protocols.
• Coordinate school communications, including letters, newsletters, and digital updates.
• Support the planning and administration of school events, trips, meetings, and diary management for senior staff.

Leadership & Strategic Support

• Provide high‑level administrative support to the Headteacher and SLT, including:
• Minute‑taking
• Preparation of reports and documentation
• Confidential correspondence and data analysis
• Contribute to the effective organisation of school systems and procedures.
• Support governance and compliance requirements as directed.

Pupil Administration, Welfare & Safeguarding

• Monitor and manage pupil attendance and punctuality, following up absences in line with school procedures.
• Coordinate pupil admissions, transfers, and leavers, ensuring accurate and timely records.
• Provide pupil welfare and first aid support, liaising with parents and staff as required.
• Maintain and update pupil medical and safeguarding records with strict confidentiality.
• Ensure safeguarding procedures are followed and sensitive information is handled appropriately.

HR Administration (Including Probation Management)

• Maintain accurate and confidential staff personnel records.
• Administer safer recruitment processes, including:
• DBS checks
• pre employment documentation
• compliance checks
• Manage and monitor staff probation processes, including:
• tracking probation periods and review dates
• coordinating probation review meetings
• Preparing and maintaining probation documentation
• recording outcomes in line with Trust and employment policies
• Liaise with senior leaders and central HR teams as required.
• Ensure compliance with HR, safeguarding, data protection, and health & safety policies.
• Maintain and have responsibility for the school’s Single Central Record (SCR), ensuring it is accurate, complete, and kept fully up to date in line with statutory safeguarding requirements. This includes all staff, visitors, contractors, local committee members, and volunteers.
• Meet termly with the local committee member responsible for safeguarding to review the Single Central Record and safeguarding compliance and take action on any identified gaps.