About

About us

YOU MUST APPLY AT www.orwellpark.co.uk/vacancies USING OUR APPLICATION FORM. NO CVs or OTHER APPLICATIONS WILL BE CONSIDERED.

Orwell Park is a co-educational prep school for day pupils and boarders. The outstanding beauty of the grounds and historic buildings contribute to an inspiring experience, which combines the legacy and traditions of the past with the dynamism and energy of the present and the future. High expectations, and learning strategies tailored to the individual child, lead to high levels of attainment.

We are seeking an experienced and highly organised Headmaster’s PA and Receptionist to join our dynamic team. In this pivotal role, you will work alongside the School Secretary to provide personal administrative support to the Headmaster, manage the school reception and visitors, and ensure school registers are kept up to date.

Role is 37.5 hours per week Term Time +inset (approx. 34 weeks) and 4 weeks out of term time. Salary Grade D (£25,907-£28,309)

Main Purpose

• To provide personal administrative support to the Headmaster, ensuring he operates efficiently and effectively.
• To manage the school’s reception, acting as the first point of contact for visitors and inquiries.
• To manage the school registers along with the School Secretary.
• To act as an ambassador for the school and the Headmaster in all matters.

Key Responsibilities

Personal Assistant (PA)

• Manage incoming communication to the Headmaster’s Office (emails, telephone calls, post, etc.), prioritising as necessary.
• Organise and maintain the Headmaster’s electronic diary, including appointments with prospective parents and pupils in liaison with the Admissions team.
• Support the Headmaster in reviewing and formatting reports, communications and outputs.
• Collate agendas for and minute Senior Management meetings and other ad-hoc meetings, as requested by the Headmaster.
• Operate a bring-forward and reminder system for the Headmaster.
• Arrange travel and accommodation for the Headmaster, SMT and Governors for school-related business.
• Support the Bursary and SMT in recruitment of new staff, including coordinating interviews, tours and lesson observations.
• Provide administrative support to the Headmaster and Deputy Head (Academic) in relation to senior school reference requests and scholarship applications.

School registration

• Alongside the School Secretary, oversee and manage the school’s registration processes, including maintaining accurate records and fire lists. Work closely with the Deputy Head Pastoral on late registrations and welfare concerns.

Reception

• Act as the school’s primary receptionist, greeting visitors and ensuring proper sign-in procedures.
• Manage all visitors to the school, ensuring safeguarding and security policies are adhered to.
• Coordinate the school’s receptionist function, ensuring coverage during holiday periods.
• Coordinate room bookings and oversee the scheduling of school meeting venues.
• With the Bursary, ensure the list of staff with lanyards and IDs is up to date and agreed with the SCR.
• Maintain a tidy and welcoming reception area, including the North Hall and entrance area.
• Provide general administrative support to the school, assisting other departments as required.

Other Responsibilities

• Support the School Secretary in carrying out their duties, covering for each otherwhen not available or during busier times.
• In addition to the above duties, the PA & Receptionist is a member of the wider support staff and is thus expected to be a team player who will support and assist other support staff during busy periods.
• Maintain professional and diplomatic communication with pupils, staff, parents, and external stakeholders.

Knowledge

• Build and maintain knowledge of pupils, staff, parents and other regular visitors to the school.
• Maintain detailed knowledge of school routines and forthcoming events.
• Understand the Independent School sector, including parent, staff and stakeholder expectations.

Skills & Personal Specification

• Proficient in IT, including school MIS, Microsoft Office, and office equipment.
• Strong organisational, administrative, and multitasking abilities.
• Excellent communication skills, with tact and diplomacy when dealing with staff, pupils, and external contacts.·
• Ability to prioritise tasks effectively under pressure.
• Detail-oriented with strong problem-solving skills.·
• A proactive, flexible team player with a positive and professional approach.
• Calm and authoritative, with the ability to manage multiple responsibilities.
• Loyal, discreet, and able to maintain confidentiality.·
• A good sense of humour and a resilient, adaptable nature.

Job Demands and Pressures

• Fast-paced work environment, particularly during term time.
• Frequent interruptions and multitasking, managing in-person queries and phone calls simultaneously.
• High expectations from pupils, staff, and parents to respond promptly and efficiently to their needs.

This job description will be reviewed annually and may be subject to amendment or modification at any time after consultation with the post holder. It is not a comprehensive statement of procedures and tasks but sets out the main expectations of the School in relation to the post holder’s professional responsibilities and duties.

The post holder’s responsibility for promoting and safeguarding the welfare of children and young persons for whom he/she is responsible or with whom he/she comes into contact will be to adhere to and ensure compliance with the School’s safeguarding policy at all times. If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety or welfare of children in the school, he/she must report any concerns to the School’s DSL (Designated Safeguarding Lead) or to the Headmaster.

Job Types: Full-time, Permanent

Pay: £25,907.00-£28,309.00 per year

Benefits:

• Company pension
• Discounted or free food
• On-site parking
• Sick pay

Work authorisation:

• United Kingdom (required)

Work Location: In person

Application deadline: 07/06/2025
Expected start date: 01/09/2025