PA to Head & School Receptionist | Independent School based in Hampstead | £28k Term time only plus 5 weeks

Location London
Discipline: Clientside
Job type: Permanent
Salary: £28k (term time plus 5 weeks)
Contact name: Becky Postlethwaite

Contact email:
Published: 16 days ago

PA to Head & School Receptionist | Independent School based in Hampstead | £28k

Term time only plus 5 weeks

This is a brilliant opportunity for a PA or EA with experience or a passion for education.

A fantastic independent school is looking for a highly organised individual to join as the PA to the charismatic head teacher and provide administrative support to the overall school too.

You will contribute to the effective and efficient running of the school by providing a professional support service to the Headteacher, Leadership Team, and other Staff members at all times.

About the School

This fabulous school is vibrant and successful. It is underpinned by some great values and is a non-selective, co-educational prep school for children between the ages of 2 and 13 years old. In the heart of Hampstead Village.

Key Responsibilities of the role

1. Reception Duties

  • Oversee the visitor schedule, greet visitors, and coordinate sign-in and welcome procedures.

  • Answer incoming calls, deal with inquiries, forward callers, and take messages and call back numbers if appropriate.

  • Maintain the reception area ensuring it is a warm, welcoming, and professional environment.

  • Prepare and post daily attendance lists for breakfast club, classes, sports, after-school clubs, and activities.

2. Executive Assistant Duties

  • Manage the diaries of the Headteacher, ensuring online calendars are up to date.

  • Attend regular meetings with the Headteacher to discuss diary priorities, deadlines and other relevant matters.

  • Provide meeting support, preparing agendas, relevant documentation and taking and circulating minutes if required.

  • Manage meeting logistics including venue and travel bookings, catering and IT support.

  • Prioritise incoming mail and respond within designated turnaround time, reply to routine correspondence, and follow up on items as directed.

  • Assist with 11+ and 13+ admin support.

  • Support in the planning and preparation of Ofsted and other regulatory visits.

  • Assist in preparing the school newsletters.

  • Provide support in organizing Christmas and End of Year performances.

  • Help in collating termly Governors’ reports.

3. Operational Support

  • Ensure all school registers, both manual and electronic, are completed and filed on a daily basis.

  • Communicate with parents and classroom teachers regarding attendance, absences, illnesses and collection arrangements.

  • Liaise with the Admissions team regarding uniform orders and arrange distribution.

  • Assist in the coordination of school trips and book transport if required.

  • Provide support for school events such as open days, parent evenings, and staff activities.

  • Act as a fire marshal in an emergency situation and help enforce all emergency evacuation procedures.

  • Respond to ad hoc requests from staff for reports and assistance.

Key Skills

  • Attention to Detail – an unwavering focus on accuracy and detail.

  • Organisational Skills – the ability to work under pressure, and to organise and prioritize workload using initiative.

  • Delivery Mindset – a strong work ethic and a desire to maintain a high standard of service delivery and a positive professional attitude.

  • Problem-Solving - the ability to identify and anticipate problems and implement effective and timely solutions.

  • Continuous Improvement – a desire to continually improve the way things are done and a willingness to go above and beyond.

  • Teamwork – a strong commitment to the achievement of the team’s goal.