School Administrator & PA to Deputy Heads

Post title:
School Administrator and PA to Deputy Heads

Salary: £21,470 - £24,307 pa (£24,484 - £27,719 pa FTE)

Hours/weeks:
Full time 35 hours a week, term-time plus 4 weeks (40 weeks a year). Additional weeks may be required as agreed annually.

Location:

Hereford Cathedral School, Old Deanery, Cathedral Close, Hereford HR1 2NG

The School Office acts as the central hub for information, communication, and operational support across the school. As PA to the Deputy Heads and School Administrator, the postholder supports the pastoral, academic, and Sixth Form areas while ensuring the smooth daily running of the Senior School Office. The postholder must maintain strong awareness of daily activities, events, and planned changes across the school to ensure rapid response to issues, provide a high-quality first point of contact, and uphold professional communication with pupils, staff, parents, and external agencies.

• Competitive salary
• A beautiful place to work in the most idyllic settings
• A positive and innovative working environment surrounded by students, staff, parents and governors
• A collaborative and supportive attitude amongst staff which promotes a sense of teamwork and unity
• Cycle to Work scheme
• Free lunch during term time
• NEST pension scheme (8.7% employer contribution, 6% employee contribution)

The post holder will report to the Senior Deputy Head.

• Senior School Management
  • Manage daily operations of the Senior School Office and make decisions within agreed parameters.
  • Maintain awareness of school activities each day and ahead to support staff and pupils effectively.
  • Provide a welcoming and efficient first point of contact for all enquiries.
  • Cover Reception during lunchtime or absence.
  • Oversee procurement and organisation of stationery and departmental resources for teaching and operational staff; manage relevant budgets, source competitive quotes, liaise with suppliers, and ensure best value in line with school procurement procedures.
  • Manage incoming and outgoing post.
• PA Support to the Three Deputy Heads
  • Provide confidential administrative and organisational support to the Senior Deputy Head, Academic Deputy Head, and Deputy Head Excellence and Innovation (Sixth Form).
  • Coordinate diaries, schedule meetings, and manage Outlook invites.
  • Prepare, proofread, and distribute communications, reports, and letters to staff, students, and parents.
  • Act as Minutes Secretary for a range of meetings and track follow‑up actions.
  • Support leadership tasks and planning for the new academic year.
  • Produce the termly academic calendar in collaboration with the Deputy Heads; liaise with departments and upload to SOCS.
  • Manage parent messaging through My School Portal / iSAMS.
• Academic Administration
  • Assist the Academic Deputy Head with assessment cycles, exam administration, data collection, and academic events.
  • Prepare letters for trips and provide relevant pupil medical/contact information.
  • Update pupil records on the MIS when notified by parents.
  • Input room bookings into the online system.
  • Support teaching staff with administrative tasks such as MSP letter distribution.
• Pastoral Administration
  • Maintain and oversee accurate daily registration, including chasing unexplained absences and contacting parents when necessary.
  • Maintain the weekly detention log and liaise with duty staff.
  • Support pastoral communication and documentation as directed by the Senior Deputy Head.
  • Inform the local authority of pupils joining or leaving; run monthly Admissions Register for inspection compliance.
  • Support safeguarding processes through accurate recording, confidentiality, and adherence to policy (training provided).
• Sixth Form Support
  • Provide administrative support for the Deputy Head Excellence and Innovation (Sixth Form) in communication, events, attendance, and monitoring processes.
  • Assist the sixth form team with administration, enrichment, activities, and induction tasks.
• Communication and Customer Services
  • Provide a professional first point of contact for incoming calls, emails, and in‑person enquiries.
  • Direct enquiries to appropriate staff or departments and ensure communication loops are closed.
  • Check all…