Senior School Administrator

George Watson’s College wishes to appoint a Senior School Administrator who will be responsible for ensuring the efficient and effective management of the Head of Senior School’s Office, providing comprehensive and confidential administrative support to HofSS and other members of the Senior School Leadership (SSLT) team as needed.

Using highly developed IT skills, to work proactively and reactively, using initiative and inter-personal skills in administering various Senior School systems, processes and events

To manage the HofSS diary. To manage all telephone and email contact and field as appropriate as the first point of contact for staff, pupils and parents.

APPLICATION PROCESS

To apply, please click the apply for this job button. Please include a letter of application of not more than 800 words giving us more information about you and why you would like the role, addressed to Mr Gordon Boyd, Head of Senior School.

Any specific questions relating to the advertised post can be put directly to vacancies@gwc.org.uk

If you require more information about the School, please visit our school website.

Closing date: 11:59pm on Tuesday 29 October 2024

Interviews are scheduled to take place on Thursday 14 November 2024

Administrative Responsibilities:

• To provide confidential administrative support in relation to correspondence and records, including electronic and manual filing systems.

• To manage all diary appointments for the HofSS.

• To service key meetings, i.e. producing agendas and papers and ensuring that actions are noted.

• To manage all calls and field these as appropriate, assist with correspondence and organise travel arrangements.

• To manage pupil achievement processes that are led by the Head of Senior School including the Senior School insignia and Colours processes and Senior School assemblies.

Administration of Senior School Systems, Processes and Events

• Manage the planning of annual events in Senior School and liaise with the relevant stakeholders eg. S1-S3 and S4-S6 Prizegiving ceremonies, Foundation Week Day, Remembrance Day, Kirking of the Master. Liaise with the Development Office so that guests are invited appropriately.

• To check and sign off Senior School entries for the Parent Digest

• Liaise with HR to set up dates for long term planning of interviews with HofSS, as part of recruitment process in SS.

• Liaise with the Admissions Team to establish timeline for SS Admissions, to organise tours of the school and to ensure continuity between HofSS, prospective parents and Admissions Registrar.


• Maintain excellent communication with members of the various groups of staff, pupils and parents on behalf of the HofSS

• Develop and maintain good relationships and effective communications with all of the Senior School community - teachers and professional services colleagues, parents, pupils and other external visitors to the school.

• To align all processes with those used by Pupil Support Admin Team as well as other admin functions in the Senior School

• Carry out any other duties as directed by the Head of Senior School or Pupil Support Admin Team Leader

Duties specific to other members of SSLT

• Charities Day (for Deputy Head, Enrichment) - responsible for: Manage planning document for Charities Day, ensuring that all stakeholders know where they need to be and what they will contribute and when. Creating a timeline of future planning and also the Running Order of the day itself.

Collaborative Administration responsibilities:

• To work with other administrative colleagues when necessary to ensure the smooth running of the HofSS’ office.

• To provide dedicated admin support to members of the SSLT who are undertaking specific and time-limited development projects.

To participate in appropriate professional staff development opportunities both in and out of the school and to take part in the School’s Staff Development Scheme, including Appraisal and Review.

Essential criteria:

• A proven administration, business administration, or other relevant qualification

• Excellent, diverse and confident use of IT systems and packages

• Excellent IT skills in all Microsoft or Google packages and updating with new school systems as required.

• Proven track record of building, maintaining,and nurturing positive and productive relationships with a range of internal and external stakeholders in order to promote change effectively.

• Ability to be flexible in working hours, and to deal with situations confidently should management be unavailable.

• Ability to work to tight deadlines, under pressure, completing work on time and to a high standard.

• Experience of working with highly sensitive information.

• Experience of handling delicate situations that require empathy, diplomacy and tact.

• Excellent oral and written communication skills.

• Excellent organisation, planning and time management skills.

• Customer focused; responsive and proactive approach supported by previous customer service experience.

• Accurate with a high level of attention to detail.


• Strong team working approach.

• Positive and amenable disposition.

• Ability to show discretion and sensitivity and adherence to confidentiality.

• Self-motivated and able to work on own initiative to tight deadlines.

• Ability to follow and comply with internal processes and procedures.

• Ability to balance long-term planning with short term objectives.

Desirable criteria:

• Experience of working within an educational setting.

• Awareness of child protection issues related to working in an educational environment.

• Experience of using a variety of databases - Microsoft Excel and Word, Google, Pass/3SYS, pivot tables.

• Experience of producing project plans, high quality presentations and reports.

Location: George Watson’s College, Edinburgh

Contract Type: Permanent, 36.25 hours per week, term time only plus two weeks during school holiday periods.

Salary: £29,807 - £35,300 (based on 36.25 hours and 52 weeks). This equates to £26,367 - £31,226 (based on 46 weeks per year).

Benefits: Competitive salary, reduced school fees at George Watson’s College for children of staff, Membership of the Galleon Club (the school’s fitness club)