Executive Assistant to the Head of Infant and Junior School

We are looking for a full-time Executive Assistant to join us at Nottingham High School. Completed application forms should be sent electronically to jobs@nottinghamhigh.co.uk.

We are a School with a rich history dating back to 1513, we pride ourselves on developing happy, confident and driven students with a love of learning. Nottingham High School is not your average School, we have a very strong academic reputation and achieved the best examination results in the region last summer. We won the Co-Educational Independent School of the Year award in 2022, were named the East Midlands Independent Secondary School of the year 2023, East Midlands Independent Secondary School of the Decade by The Sunday Times Good Schools Guide 2021 and ranked first for academic results in the East Midlands by The Sunday Times Independent Schools Guide 2022.

The core tasks will include:

• Managing diaries, liaising with internal and external stakeholders, arranging meetings, travel, organising meeting spaces, and ensuring these are well facilitated.
• Organising the day-to-day diary management of the Head of IJS, ensuring that they have all relevant information in advance of meetings.
• Understanding the priorities of the Head of IJS. Identifying, anticipating and preparing information requirements for meetings, presentations, appointments.
• Preparing and coordinating reports as and when required for the Head of IJS e.g. the Annual IJS Head’s Report to Governors.
• Providing some administrative support to the Deputy Heads (Pastoral and Academic) at the Infant and Junior School as required, including some diary management support.
• Prioritising commitments to ensure schedules work efficiently and effectively. 
• Carrying out various administrative duties around meetings such as minute taking, sharing agendas, providing necessary documents to attendees.
• Performing any other ad hoc duties relevant to the role that may arise such as managing general secretarial services, photocopying, note taking, message taking, response/report writing, answering and screening inbound emails and phone calls, etc.
• Working collaboratively with the EA to the Headmaster and the EA to the Director of Finance & Operations and Deputy Head (International and Strategic Projects) to ensure smooth and efficient communication and coordination of activities.

Principal duties and responsibilities:

• Provision of confidential administrative and secretarial support.
• Dealing with queries, especially in the absence of the Head of IJS, and passing them on to appropriate staff members.
• Deal with matters of a confidential nature in a professional and discreet manner.
• Organise the day to day time management of the Head of IJS.
• Keeping the electronic diary up to date. To be able to prioritise future commitments to ensure work is scheduled efficiently and effectively.
• Arrangements for meetings, identifying suitable dates, venues, equipment and catering, agendas and papers as required by the Head of IJS.
• Management of the Head of IJS’s travel and accommodation arrangements for external meetings, together with itineraries, maps etc and manage expenses claims.
• Identify, anticipate and prepare information requirements for the Head of IJS for meetings, presentations, appointments.
• Produce accurate and high-quality briefing papers, reports, policy documents, presentations as required.
• To act as the ‘quality control’ in respect of documentation and emails produced by or for the Head of IJS.
• Liaise with the Admissions department to coordinate the visit of prospective parents.
• Organise arrangements for any visitors to the Head of IJS.
• Manage the Head of IJS’s budget.
• Deal with all incoming mail both hard copy and electronic. Prioritise such communication ensuring urgent and sensitive items are dealt with accordingly. Ensure further action is carried out by an appropriate member of the team professionally and effectively.
• To develop and maintain an appropriate and flexible filing system. Ensure all material is accurate, confidential and secure as appropriate. 
• Building your skills and awareness of other activities across the whole school.
• Other duties which might reasonably be regarded as within the nature, responsibilities and grade of this post as defined and directed by the Head of IJS.

Interviews to be held on Thursday 23rd May 2024.

Nottingham High School is committed to safeguarding and promoting the welfare of children and young people and any appointment will be subject to an Enhanced DBS disclosure as well as any other pre-employment checks. In addition, Nottingham High School does not hold a sponsor licence and does not have current plans to obtain one. Applicants must be aware of their individual responsibility to provide the necessary documents to confirm the right to work in the UK as a part of our pre-employment checks.