Position
Accountable to
Responsible to

School Secretary & PA to Head of Pre-Prep (Maternity Cover)
Head of Pre-Prep
             Director of Admissions

Main job purpose
To run the Pre-Prep school office and front-of-house, assisting the Head of Pre-Prep as required.

Key areas of responsibility

•  Acting as a PA to the Head of Pre-Prep managing her diary, travel and other tasks that may be

required

•  Attend a meeting with the Head of Pre-Prep every week
•  Answering the phone, being the first point of contact for day-to-day enquiries, and ensuring that

these are directed to the appropriate person(s)

•  Answering telephone and email enquiries from prospective parents
•  Assisting Head of Pre Prep with lock up at end of school day, including closing windows and

blinds

•  Assisting the Director of Admissions and Head of Pre-Prep with School events, including 4 +

assessment week

•  Letting visitors in and out of the School during the School day and assisting with refreshments for

visitors as necessary

•  Creating and maintaining the address and contacts lists for parents and staff
•  Ordering and maintaining the School’s stationery supplies, including text and exercise books,

classroom resources and catering supplies

•  Collecting, distributing and sending post including collecting internal post from the Prep school
•  Displaying the weekly HM newsletter in the staff room
•  Taking minutes for the weekly Monday Pre-Prep staff meeting
•  Emailing house point totals and House Point Heroes to Head of Pre Prep every Friday
•  Collecting information for the weekly newsletter and emailing to the Head’s PA every Thursday
•  Assisting teaching staff with photocopying and laminating as required
•  Helping the Head’s PA with sending boys’ academic reports and end-of-year mail outs
•  Reporting all maintenance issues to relevant maintenance teams or Bursar
•  Producing the daily absence report from the Engage database
•  Booking school trips in consultation with class teachers and organising folders, first aid kits for

trips and liaising with the School chefs to organise packed lunches

•  Keeping the School’s attendance register up-to-date
•  Maintaining the boys’ files in the Head of Pre-Prep’s office
•  Liaising with Prep school support staff in terms of IT, cleaning and catering requirements including

supplies for visitors’ loo

•  Acting as School matron for the Pre-Prep and administering medication and first aid as required

(training will be given)

•  Acting as a fire marshal for the Pre-Prep (training will be given)

Flexibility
This job description reflects the main responsibilities of the post. However, the post holder should be willing
to undertake any other reasonable duties as required by the Head of Pre-Prep.