Personal Assistant to the Deputy Master

Required for: September 2025

Location: Under School (Vincent Square)

Hours of work:

Approximately 40 hours a week (term-time only), with core hours to be worked between 09:00 - 15:00. There is flexibility outside of the core hours, to be agreed with the Deputy Master.

Two weeks additional weeks during holidays would also be required for minor administrative prep for the new academic term. Dates of work to be agreed in advance with the Deputy Master.

Salary: The salary for this role is £31,050 pro rata based on an FTE of £39,157 per annum.

The closing date for applications is midday on Monday 1st September 2025. Interviews will take place in-person shortly after the closing date.

The role is primarily to act as the Deputy Master’s Personal Assistant and to assist and, in many cases, take the lead with aspects of their day-to-day role including managing their diary. They act as the first point of contact for all enquiries or issues that involve the Deputy Master and will possess excellent organisation skills with a calm yet proactive attitude. Previous administrative experience in an office environment is also essential.

They will also ensure close collaboration with the PA to the Master, whom they will work closely with. This is an exciting time for the Under School, as we expand to become co-educational and the introduction of our Pre-Prep school. The role will support this expansion, and we would encourage the post holder to contribute to the wider school community.

The role reports directly to the Deputy Master of the Under School.

Main Responsibilities

• Assist with managing the Deputy Master’s day-to-day calendar and responding to emails on their behalf, including to parents, staff and people outside the organisation.
• Ensure that daily and weekly calendars are up-to-date and accurate, liaising with staff about times, venues, staffing, proactively spotting problems or clashes.
• Linked to this, attend SMT Operations meetings, helping to organise events for the coming week, again looking at venues, staffing, etc. and deconflicting aspects of overlapping events or staffing.
• Plan the first drafts of the upcoming term’s calendar ensuring that there is a balance of activities across the term, that there are no clashes and that all departments are fairly represented, with parameters given. Liaise with the Deputy Master to finalise the calendar, making adjustments where necessary. Produce the final printed calendar in InDesign.
• Work out teaching cover required from the timetable on a daily basis, liaising with the Deputy Master relating to any sensitivities. Plan further ahead and liaise with colleagues for cover when known, e.g., during a school residential trip, so that lessons can be swapped, etc. and therefore minimising disruption.
• Update and assign last-minute cover when needed.
• Plan break and lunch duty timetables for staff, ensuring all appropriate staff are used at appropriate times, being aware of any sensitivities. Plan rotas for other colleagues where necessary, e.g., the Road Crossing Supervisor.
• Assist in the planning, running and supervision of any school events during normal working hours, e.g., whole-school photograph admin before, during and after the event, class and individual photographs, assisting with visitors, directing other staff where necessary, e.g., Gap Students.
• Assist with school trips and the appropriate supervision of pupils on these trips. Attend up to one residential trip per academic year.
• Liaise with the Deputy Master to plan parts of bigger events such as end-of-term and end-of-year Prizegiving events, Festival of Lessons and Carols, liaising with others, e.g., the Master’s PA, where necessary.
• Produce or assist with producing promotional materials for these events, e.g., programmes, invitations, etc. often using InDesign.
• Assist the Deputy Master with a wide variety of tasks, often using the Microsoft suite of apps, WUSMIS and the LiveRegister. Tasks include checking policies are up-to-date, booking events, contacting outside organisations, following-up on KCSiE test completion, production of certificates or posters for pupils, contacting parents on the Deputy Master’s behalf, collating PDR information of members of staff and a wide variety of other tasks.
• Work proactively on any of the events above, looking at the rhythm of the term, upcoming events and any tasks that are complex and/or take a lot of time to get completed.
• Maintain strict confidentiality in any discussions and tasks which might relate to pupils and staff (and which may occasionally have Safeguarding elements to them).
• Assist with various sports during Games’ afternoons two mornings or afternoons a week where time allows. This might include basic coaching where skills allow (training will be given where necessary or requested), supervision and accompanying pupils to fixtures off-site.
• Assist the wider Senior Management Team with day-to-day tasks, similar to the tasks mentioned above, where time allows.
• Assist with occasional evenings and Saturdays for major school events, e.g., Open Days or Evenings may also be required, with notice given significantly in advance, as part of the salary.
• Any other tasks as reasonably requested by the Deputy Master.