Alumni Assistant, External Relations

HOLMEWOOD HOUSE SCHOOL

Alumni Assistant, External Relations

Full Time, Term Time + 4 Weeks Per Year

Role Summary:

Holmewood House School is seeking a driven and collaborative Alumni Assistant to
join its ambitious External Relations team. This is a key role central to the school’s
development of its Alumni Network, which boasts thousands of remarkable former
pupils based all around the world.

The Alumni Assistant role is a varied and interesting position that supports the
organisation of high profile alumni events and network connectivity, alongside the
archiving and preservation of the school’s rich history, memorabilia and artefacts.

The role would suit an adaptable, curious and motivated individual, keen to put their
own stamp on the role and help us to further develop this exciting community.

Location: Langton Green, Tunbridge Wells, Kent (TN3 0EB)

Contract: Full-Time, Term Time + 4 Weeks

Salary: £28,000 pro rata, Actual Salary: £23,477

Reporting to: Head of External Relations

Liaising with: Alumni Network, Marketing & Admissions Team, Bursary Team and
Academic Staff (as required)

About Holmewood House School

Holmewood House is a prestigious independent Prep School of 450 pupils aged 3-
13 years, set amidst 32 acres of the most beautiful Kent countryside, just outside
Tunbridge Wells. The School is a happy and supportive working environment, where
we pride ourselves on the exceptional provision for our pupils and staff in all areas.

Holmewood House provides a broad, well-balanced curriculum with outstanding
teachers in what is very much a family school where the positive relationships
between the teachers and children allows staff to get to know and understand the
individual needs of each and every child. They foster their talents and nurture their
growth through a challenging and exciting curriculum.

Since the school first opened in 1945, on the historic Holmewood House property in
Langton Green, it has been the academic launch pad for thousands of Old
Holmewoodians from all around the globe. In 2025, we officially launched our Alumni
Network website, which means our Alumni can keep in touch with the school and
with each other. A busy events programme quickly followed and hundreds of Alumni
are now regularly able to meet up in person and celebrate their shared history and
experiences. We’re excited to further develop this exciting programme and further
explore opportunities for our Alumni to remain a part of our school’s community in
2026.

Core Purpose:
The Alumni Assistant role is key to developing the role of our Alumni Network as part
of our school community and comes with a range of opportunities to celebrate our
school’s history and the role our Alumni can play as a part of our school today. With
responsibilities that span across our website and digital projects, our events
programmes and wider opportunities for Alumni to connect, this is a varied role for
someone who understands the importance of building genuine community links.

Key Responsibilities:
Database and Systems (ToucanTech)

•  Maintain and update alumni and parent contact records
•  Assist with importing legacy data and segmenting mailing lists to define

specific audiences

•  Maintain GDPR-compliant records and consents
•  Support with reporting and engagement metrics

Communications & Social Media

•  Draft and schedule email newsletters and event invitations
•  Write short alumni profiles or spotlights for digital and print use
•  Update and maintain the alumni website
•  Coordinate alumni-focused social media content across key platforms (e.g.

LinkedIn, Facebook, Instagram)

•  Create engaging multimedia content (images, reels, carousels, etc.) aligned

with the school’s tone and branding

•  Monitor and respond to social media engagement and alumni inboxes

Events and Engagement

•  Assist in the planning and delivery of alumni events and reunions
•  Coordinate event logistics (RSVPs, name badges, catering lists, etc.)
•  Provide on-the-day event support
•  Help with photography, live updates for social media, and post-event

communications

Alumni Projects/Archival and Heritage Responsibilities

•

Involvement into ongoing efforts to preserve 80 years’ worth of alumni archive
materials, including photographs, publications, correspondence, memorabilia,
and ephemera

•  Develop and implement a simple, accessible archive catalogue system

(ideally digital)

•  Digitise priority materials where appropriate, ensuring long-term digital

preservation

•  Work with the Marketing and Development team to identify archival materials

suitable for use in publications, displays, events, and online content

•  Ensure appropriate conservation, handling, and storage of fragile or sensitive

materials

•  Develop an archive policy in line with best practice and recommend storage or

access improvements where needed

•  Liaise with teaching staff or pupils where archive materials might support the

curriculum or school history projects

•  Coordinate any future donations or loans of archival items from alumni

General Support

•  Attend regular team meetings

•  Undertake administrative and other support duties as required
•  Be a flexible and helpful member of the team and act as a role model towards

our pupils and staff team

•  To take an active role, where relevant, in school safeguarding efforts and in

promptly reporting any concerns related to safeguarding or wellbeing

Data Protection

•  Work with the school’s Compliance Officer to ensure that the school’s data

management practices meet current GDPR guidelines.

Person Specification:

We recognise that talent and potential come in many forms, so please do not be
deterred if you do not meet every single criterion. If you have an interest in this role
and believe that you can help to strengthen our Alumni community, then we want to
hear from you.

Main Requirements:

•  Strong organisational skills
•  Excellent written English
•  Proficient in Microsoft 365 and/or Google Workspace
•  Confident using social media (Instagram, Facebook, LinkedIn)
•  Reliable, proactive, and adaptable
•  Friendly and professional manner
•  Ability to manage time and prioritise tasks independently
•  Strong attention to detail
•  Collaborative team player
•  An empathy with the aims and ethos of the School.

Further Advantages:

•  Experience in content creation and/or social media management
•  Some knowledge of GDPR and data handling best practice
•  Experience working in schools, charities, or heritage organisations
•  Familiarity with archival or cataloguing methods
•  Experience using design tools (e.g. Canva, Adobe Creative Cloud)
•  Video or photo editing skills

Commitment to Safeguarding:

Holmewood House is committed to promoting and safeguarding the welfare of
children and all staff, volunteers and other third parties are expected to share this
commitment. The school adopts a rigorous safer recruitment process which is
adhered to in the appointment of all new members of staff. As part of the safer

recruitment process, all applicants must be willing to undergo vetting checks
appropriate to the post including, but not limited to, checks with past employers and
an enhanced Disclosure and Barring Service (DBS) check.

Salary:

£28,000 pro rata, actual salary £23,477 (term time only + 4 weeks position, 38 weeks
per year plus 5.6 weeks annual leave entitlement)

Pension & School Benefits:

The school offers a range of benefits including:

•  Pension with Employer Contributions of 5%
•  Free on-site parking
•  Free lunch and refreshments.

Hours of work:

This is a full-time role based on 40 hours per week, Monday to Friday. We anticipate
there may be occasional need for evening/weekend working, and some occasional
travel, to accommodate the needs of the role.

The school is open to flexible working options, and if this is likely to be of interest to
you, then we recommend including details within your application.

Start date: ASAP or August 2026

Recruitment and Selection Process:

Applications Closing Date: 15 May 2026

There will be at least two interviews required for this position. Shortlisting and
interviews are likely to take place during May and will involve meeting with panels
from our External Relations Team.

Any offers made will be conditional upon candidates being able to successfully
complete our Safer Recruitment vetting process, which includes references and a
DBS check, alongside a number of other background checks. Please be aware that
the offer of employment is not confirmed until these checks have been completed
and any start date is provisional until this time.

As this is a new position, we are hoping for a successful candidate to start as soon
as possible, or ideally by August 2026.

If you would like more information on the role or require a hard copy application form
please contact: recruitment@holmewoodhouse.co.uk or 01892 860000.