The Head Master’s Office Assistant provides efficient and effective secretarial and administrative support to the Executive Assistant to the Head Master, to better enable their role in supporting all aspects of the Head Master’s time. They are a secondary point of contact for all things in the Head Master’s Office and possess a calm and professional attitude, combined with good organisational and secretarial skills.
They will be primarily responsible for the organisation of Teacher Cover, and also provide significant support to the Registration team in ascertaining pupil whereabouts, in line with safeguarding protocols.
The office ethos is supportive and relaxed but a high degree of accuracy and confidentiality is expected, alongside the ability to work to deadlines and to act appropriately under pressure.
Main Responsibilities: Reporting to, and working closely with, the Executive Assistant to the Head Master they will:
Role specific responsibilities
- Support the EA to the Head Master in all of their duties.
- Support the administration of the Emergency Response Plan as directed by the Executive Assistant to the Head Master
- Provide an additional point of contact for people contacting the Head Master’s office.
- Maintain the paper filing system (including archiving of leavers’ files and creation of new files).
- Log staff absences.
- Administration of all staff cover (both planned and emergency) for lessons and Station (sport).
Administration of:
- East India Club referrals
- Emergency telephone list
- HM events, including dinners
- Room bookings in the Head Master’s Drawing Room
- Maundy money
- Parking permits and parking requests
- Pupil awards (Praebendum and Digniora) and disciplinary matters
- Pupil proof of status requests.
- Reference requests for former pupils
- Staff review cycle
Pupil registration (training will be provided):
- Updating LiveRegister based on registration, #removed# and absentee feedback.
- Emailing housemasters with a list (by house) of pupils unaccounted for by 12 noon.
- Telephoning and emailing parents in the event that a day pupil remains unaccounted for as soon as possible.
- Informing the Under Master and Executive Assistant to the Under Master if a pupil cannot be tracked down.
- Monitoring pupil absence and registration; advising Under Master on regular absenteeism.
- Pupil registration when in on the Saturday AM rotation.
General Administrator responsibilities
- Maintaining the email inboxes associated with their administrative responsibilities.
- Acting as the primary point of contact for their administrative area, making sure telephone callers and visitors receive a professional response and are dealt with appropriately.
- Providing administrative support connected with their area of responsibility.
- Assisting the EA to the Head Master in maintaining the Head Master’s accurate and up to date calendar
- Minuting / noting and circulating information as requested.
Salary
£25,441.10 (actual) equating to an FTE of £33,000 per annum.
Hours of work
This is a full-time, term time only.
Working hours are 08:15 to 16:15, Monday to Friday, with a one hour lunch break, and 08:15 to 13:15 on Saturdays. The expectation is that Saturday mornings are to be worked, with the agreement that the postholder can either come in later one morning or leave early one afternoon during the weekday (with the fixed day agreed in advance) – equating to 35 hours per week.
Ideal Candidate: Please refer to the below (attached) person specification.
Equal Opportunities
We are an equal opportunities employer. We therefore encourage candidates to apply irrespective of age, disability, marriage or civil partnership status, pregnancy or maternity, race, religion and belief, gender identity, sex or sexual orientation.
Safeguarding and Child Protection
Westminster School is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.
Package Description: Required for: September 2025
Location: Deans Yard - Westminster School
Contract: full-time (term-time only), permanent
Salary: £25,441.10 (actual) equating to an FTE of £33,000 per annum
Benefits include:
- free School meals when onsite
- a generous School pension scheme
- free access to the School’s leisure facilities, including a fitness gym (restricted hours)
- access the School’s Cycle to Work Scheme and season ticket loans following completion of our standard probation period
The closing date for this role is midday on Friday 13th June 2025. Interviews will take place shortly after the closing date.
