Job Title Head’s PA Responsible to Head Role Overview The primary purpose of this position is to assist the Head in managing all aspects of their duties; as such the post holder will report directly to the Head. This is a key role that requires absolute discretion and a flexible approach to working practices, including time management and reacting to unexpected/short-notice changes of priority. Responsibilities and Duties ● To be an effective and efficient PA who is a calm, capable and relentlessly cheerful first point of contact representing the Head ● To deal with the Head’s post, letters, e-mails, calls and general communications, including word processing and mail merging and screening telephone calls and answerphone messages, dealing with them as appropriate ● To ensure the Head is well prepared for the day and weeks ahead, assisting with presentation material, ensuring documents are available and rooms are booked and well-presented ● Use initiative and good judgement when planning ahead, with excellent communication skills ● Look ahead and anticipate potential issues, clashes and problems and work to resolve them on behalf of the Head ● Compile all papers for Governance Education, Compliance and Full Board Meetings and liaise with the Chair regarding Agendas ● To prepare agendas and reports and take minutes of leadership meetings ● To ensure that the Head’s meetings do not over run and provide refreshments for all meetings if required ● To manage the Head’s diary, including protecting and prioritising the Head’s time during busy periods ● Working closely with the Marketing and Admissions Team, oversee and initiate engagement activities related to Prep feeder heads, external agents, current and former parents, OCs and other members of the wider Clayesmore community. This will require attendance at, amongst others, Open Days, drinks receptions and other outward facing school events. ● To coordinate Head’s events and conferences, and work with the relevant support heads of department to ensure effective delivery ● To arrange visits, lunches and meetings ● To issue all invitations to Head’s Dinners and other events and liaise with catering concerning menus and table plans ● To organise and invite staff to various events at the Head’s house as appropriate ● To liaise with the Head’s spouse concerning school dinners and visits, keeping them informed of the Head’s commitments ● Proof-reading of all letters and documents (including UCAS forms) ● To manage the Head’s office budget and credit card payments ● Arrange travel and accommodation for visitors from ILG and the Head ● Provide administrative support for the Clayesmore Society and Friends of Clayesmore ● To liaise with the Admissions Team regarding scholarship interviews and to ensure that scholarship offers are sent out in a timely fashion ● To ensure that all documentation produced adheres to the school’s brand identity ● To produce the Head’s termly reports for pupils ● To arrange prospective parent appointments and visit arrangements, liaising with the Admissions Team to block suitable times for prospective parent visits ● To support the Admissions Team when necessary ● To liaise with staff in respect of weekly meetings with the Head ● To organise references for staff and pupils as appropriate ● To write and update prospective parents and school visits google sheet ● Line management of the Prep and Main House Reception staff ● To work with and support the administrative team(s), providing reception duties when required ● Purchase postage for the whole school and stationery for the Main House ● Keeping statutory bodies, such as Department of Education, ISI, etc up to date with school information, and distribute information from statutory bodies to staff as relevant ● To assist the DFO, if required, during the DFO’s PA holiday periods ● To demonstrate a commitment to improving and developing the organisation’s processes and facilities ● To undertake other tasks as reasonably requested by the Head Person Specification Essential ● ● ● ● Embody the values of Clayesmore, demonstrating loyalty to the school and its ethos Previous PA experience, including office management and PA to a senior manager Previous line management experience Excellent personal and organisational skills with the ability to multitask whilst maintaining strong attention to detail ● A ‘people person’ able to work well as part of a team, always willing to go the extra mile ● Represent the Head with a relentlessly cheerful, approachable, flexible and ‘can-do’ attitude ● Be professional, polite, efficient and discreet at all times ● Able to work under pressure and to meet deadlines ● Strong attention to detail, articulate and high levels of literacy and numeracy Self-motivated and able to demonstrate initiative and problem-solving skills ● ● Demonstrates attributes of discretion, tact and diplomacy ● Computer literate, specifically Microsoft and Google packages with an understanding of the principles of good data management Excellent communicator, both written and oral ● ● Courteous, cheerful, welcoming and caring demeanour and telephone manner ● Demonstrates the ability to interact well with all members of the school and wider community ● Professional personal appearance and conduct at all times Desirable ● Previous experience of working in a similar educational setting Experience of using iSAMS ● ● Ability to use shorthand would be advantageous for minute taking Date reviewed: January 2026 Reviewed by: Head / Head’s PA / Head of HR Clayesmore School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Applicants for this post must be willing to undergo safeguarding screening, including reference checks with previous employers and a criminal record check with the Disclosure and Barring Service.