Administrative Assistant at Surbiton High Boys' Preparatory School, Surbiton, London

Closing date:

Surbiton High Boys' Preparatory SchoolSurbiton, London

Date posted:
Start date: As soon as possible
Contract type: Full Time
Salary: Competitive
Contract term: Permanent

Surbiton High School seeks an enthusiastic and inspirational  Administrative Assistant  with a 'can do' attitude, to   responsible for Administration tasks and all Reception duties at the Main School Reception.  

Tenure:  Permanent, 38 weeks of the year (term-time plus 2 weeks), Monday to Friday: 42.5 hours a week

The final deadline  to submit your application is:  8:00am, Wednesday 19 September 2018  

Interviews will be held week commencing: 24 September 2018


Key Responsibilities:

  • General administrative support to staff members 
  • Supporting      staff, pupils and parents with regard to the day-to-day functions of the      Prep School
  • Timely      response to phone calls and emails whilst taking the relevant action as appropriate
  • Ensuring      visitors are admitted under our safeguarding guidelines
  • Managing      an effective paper and electronic filing system to include archiving and      destruction of records following GDPR guidelines
  • Typing      of letters, file notes, minute taking etc.
  • Processing      pupil absences 
  • Arranging      catering and refreshments when required
  • Liaising      with staff regarding whole school events eg Open Events, Productions,      Sports Day, Prize Giving, Parent Evenings ensuring all aspects of the      event are planned and executed 
  • Sorting and      distributing mail
  • General      help during school events 
  • Assisting      with pupil first aid and welfare, including completion of relevant      paperwork and keeping accurate records
  • Overseeing      arrangements for school trips and events including the collation and      distribution of necessary paperwork to relevant staff 
  • Maintaining resources      using the ordering system, keeping accurate records 
  • Undertaking      general financial administration including EYFS Funding
  • Collating and      producing information to be included in our Newsletter 
  • Liaising      between staff, ensuring all communications sent are accurate and      appropriate
  • Liaising with      Admissions and colleagues regarding prospective pupils and their      needs 
  • Ensuring all      HR/Finance documentation for cover/co-curricular staffing is submitted on      time
  • Undertaking      all other duties as the Head/Head’s PA may reasonably direct
  • Liaise      with Departments i.e. Transport Coordinator to ensure the wellbeing of our  pupils 


The successful candidate will be likely to fit the following profile:

· Excellent communication skills 

· Excellent organisational, administrative and ICT skills

· Extensive knowledge of Microsoft Office software, including; Word, Excel, Outlook, PowerPoint and databases

· Previous office/administrative experience, ideally in an educational setting 

· The ability to work under pressure in a fast-paced environment

· Strong customer service orientation and skills

· A friendly telephone manner 

· High levels of personal presentation 

· High levels of personal and professional integrity 

· Enthusiasm for education

· Excellent organisational skills 

· Self-motivation

· Ability to create productive working relationships at all levels 

· High levels of discretion and confidentiality and awareness of data protection 

· Enthusiastic team player, with strong interpersonal and problem solving skills

· Accustomed to working collaboratively within a busy office environment

· Highly flexible, able to multi-task and determination to overcome barriers

· Commitment to personal professional development, and therefore willingness to develop own skills

· Commitment to the personal and educational development of pupils and to an ethos of respect and service 

· Positive rapport and personal warmth to gain the confidence of pupils, staff and parents

Surbiton High School is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service. 

Please note that the School reserves the right to appoint at any stage during the recruitment process.

For any queries relating to the role or your application, please email 

To Apply

Please apply online by clicking on the following link: 

Job location

More about Surbiton High Boys' Preparatory School
Type: Mainstream School
Phase: Primary
Funding status: Independent
Gender: Boys
Age Range: 4 - 11 years
Address: Avenue Elmers, Kingston upon Thames, Surrey, KT6 4SP, United Kingdom
Telephone: +44 20 8390 6640
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Surbiton High School aims to inspire, encourage and empower its staff and pupils to be the very best they can be.

We are a school where a passion and energy abound, a school with a real heart and soul, where we look beyond the A* to offer a breadth of...