PA to Executive Head -Term time

Position: PA to Executive Head -Term time only (40 weeks a year)
Location: Pinhoe

Your new company
We are working with a client on a role to provide high-level, confidential administrative and operational support to the Executive Headteacher; lead and coordinate effective administrative systems across the Federation; and act as the Federation's Data Protection Link Officer, supporting compliance with information governance, statutory and regulatory requirements.
The role is integral to ensuring smooth daily operations, high-quality communication and strong organisational effectiveness.

The postholder will ensure the Executive Headteacher is kept fully informed of operational, strategic and compliance matters across the Federation. They will proactively monitor and coordinate key deadlines, reporting requirements, governor business and statutory obligations, ensuring that actions are completed within agreed timescales. The role requires the handling of highly confidential and sensitive information and a commitment to promoting and safeguarding the welfare of children and young people.
Salary is based on 40 working weeks a year and is £32,168.94.
Working hours are ideally 9-5pm or 8.30am - 4.30pm Monday - Friday 35 hours per week.

Your new role
Support the Executive Head teacher by:

Act as the first point of contact for the Executive Headteacher, managing enquiries, visitors, and communications appropriately.
Coordinate meetings, prepare agendas, reports, presentations, and briefing materials, including for termly whole-school meetings.
Work closely with the Executive Headteacher to review, edit, and refine written communications and documentation.
Attend meetings as required, take accurate minutes, distribute papers, and track and follow up on actions to ensure progress.
Provide confidential administrative support, including handling sensitive matters and Freedom of Information requests.
Maintain efficient filing systems and ensure accurate and secure record-keeping.

Communication, Marketing and Engagement

Lead on the strategic oversight and day-to-day management of Federation websites, ensuring content is accurate, current, and engaging.
Coordinate social media, promotional materials, school videos, and prospectus development to promote the Federation.
Produce and distribute newsletters and key stage communications.
Coordinate the promotion and advertising of school events and maintain the extended parent contact database.
Design, distribute, and analyse surveys for parents and pupils, presenting findings to Senior Leaders and Governors.

Administration and Operational Leadership

Lead and manage administrative systems across the Federation to ensure efficiency, consistency, and high standards.
Line manage the administrative team, including reception staff, and support their professional development.
Oversee training and performance to ensure an effective and responsive administrative function.

Safeguarding, Compliance and Governance

Support safeguarding processes, including preparing materials and attending confidential meetings when required.
Ensure all documentation, policies, and administrative processes meet statutory and regulatory requirements.
Manage policy updates and renewal cycles, including coordination with SLT and Governors for approval.
Collate and produce the termly Executive Headteacher's Report to Governors.

Data Protection and Information Governance
* Act as the Federation's Data Protection Link Officer, supporting compliance with UK GDPR, Data Protection Act 2018 and Federation policies.
* Act as the primary liaison between the Federation and the Data Protection Officer (DPO).
* Coordinate and monitor responses to Subject Access Requests (SARs), Freedom of Information requests and other information rights requests.
* Maintain records relating to data breaches, information…