School Office Administrator

Overview

Join to apply for the School Office Administrator role at Newton Prep . The School Office Administrator will provide comprehensive administrative and secretarial support to members of the School’s Leadership Team (SLT) and other staff with senior leadership responsibilities. They will report to the School Office Manager as part of the Administrative Support Team and work to ensure the smooth operation of the Main School Administrative team.

The successful candidate will join a high-performing team, possess a can-do attitude, be an excellent communicator with strong organisational skills, and be able to manage a range of tasks and competing priorities. Start date: January 2026 (or as soon thereafter).

Main Duties & Responsibilities

• Adapt and be flexible to the demands of the Main School Administrative Team; provide outstanding, efficient and helpful administrative support to senior staff.
• Work with other members of the School Office Team, led by the Office Manager, to support senior staff.
• Provide reception cover as required when the receptionist is unavailable.
• Provide clerical/administrative support to senior staff with management responsibilities.
• Take accurate minutes of meetings (e.g., Heads of Year meetings, whole school staff meetings, pastoral staff meetings).
• Maintain manual and computerised pastoral records (e.g., CPOMS, MIS Pastoral Records, rewards and sanctions databases).
• Attend School events and assist with preparations (Open Days, Senior Schools Fairs, Sports Days, Carol Concerts).
• Coordinate with stakeholders to ensure the termly calendar is produced in good time.
• Collate and format information for the Head’s termly report to the School Council.
• Route enquiries from parents, guardians or colleagues to the appropriate senior staff member.
• Proofread and send emails and texts to parents as directed by SLT.
• Prepare and record information for Lower and Upper School weekly absence reporting; prepare weekly cover spreadsheets for upcoming staff absences.
• Prepare and send safeguarding letters for pupils leaving/joining, and update central registers.
• Take initiative to perform ad hoc secretarial duties as required.
• Support Room and Parents’ Evening booking systems and Parents’ Evening setup; support Co-curricular activities (SOCS).
• Assist with organisation of school photographs and vaccinations; assist on the day as needed.
• Assist with revision and exam photocopying and standardised assessment administration.
• Provide additional administrative support to other departments during busy periods.
• Attend courses to develop professional skills; work safely and in accordance with school health and safety policies.
• Follow School staff policy documents and guidelines; foster professional relationships within the School team.

Person Specification

The School Office Administrator should have:

Knowledge & Experience

• Significant office administration experience, preferably in a school or educational setting.
• Experience in a busy, service-driven environment.
• Experience working with senior colleagues to create collaborative relationships.
• Competent user of Microsoft Teams and Google Apps (Docs, Sheets, Forms); working knowledge of MS Access, CPOMS, Microsoft 365 and Teams is desirable.

General Skills

• Excellent verbal and written communication skills.
• Strong IT skills (including Excel) and experience with Management Information Systems; training provided for the School’s MIS.
• Ability to build trusted relationships with senior colleagues and work both independently and as part of a team; proactive and planned approach to work.
• Excellent organisational skills with the ability to manage multiple tasks and deadlines; able to work under pressure and be flexible.

Summary of Terms & Conditions

• Period of employment: Permanent, Full-time (Term Time Only + 5 days). Precise timings of the 5 days during school holidays to be agreed with SLT.
• Salary: Pro-rated range £22,985 - £28,731 per annum (Full-time equivalent £28,000 - £35,000). Salaries paid by BACS on the last working day of each month in twelve equal payments.
• Working Hours: 37.5 hours/week. 8:30 am – 5:00 pm, Monday to Friday (Term Time Only) with a one-hour lunch break. Some evenings/weekends may be required for meetings/events.
• Probation: Six months, with potential extension at the School’s discretion.
• Notice: After probation, two months’ notice in years 1–4; after year 4, one additional week per year up to 12 weeks after 12 years.
• Pension: Group Personal Pension Scheme; auto-enrolment with employer contribution of 10% (subject to employee minimum 4.8%). Opt-out available.
• Fee remission: Up to 50% on Newton Prep school fees (subject to admission criteria; not contractual and subject to change).
• The full candidate brief is available on our website.

Application

The closing date for applications is 8am on Monday, 3 November 2025 . Applications are by form only. Download the Application Form from our website and email to HR Assistant at or post to Newton Prep, 149 Battersea Park Road, London, SW8 4BX. For queries, contact the HR Department on Ext 1255 .

Formal interviews will be held in the week of 17 November 2025; the School reserves the right to interview/appoint earlier. Early submission is encouraged.

We are an equal opportunity employer. All applicants will be considered for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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