PA to the Deputy Rectors

Package Description

The school prides itself on its warm and welcoming community, inclusive of all staff.  Our teaching staff work alongside the operational teams to ensure the smooth running of the school.  We value the contribution of all team members. 

Through involvement in the co-curricular programme all those who work with us can bring their passions to work. Developing our talent is important to us. Access to training and professional development is available and encouraged.

Our reward package includes:

• Generous Defined Contribution Pension Scheme
• Access to onsite gym
• Employee Assistance Programme
• Employee Benefits Programme, including discounted access to health insurance, financial well-being products, cycle to work and electric car schemes as well as discounts to a number of major retailers
• Fee discount
• A three course lunch is provided during term time

This role is available from August 2025.

The Role

We are seeking a suitably qualified individual to provide leadership and oversight of the workings of the School Reception / Office; and professional, confidential administrative support to the Senior School Depute Rectors, members of their Teams, and the wider staff in all their day-to-day work. The appointed person will often act as the first point of contact for the Depute Rectors with staff, pupils, parents and external stakeholders, requiring diplomacy, efficiency and discretion. Furthermore, the Depute Rectors’ PA has oversight of the workings of the Senior School Office, managing the team to ensure an efficient, professional first line of contact.

Main Responsibilities

In addition to overseeing the daily administration of the School Office, this post provides PA support to the Senior School leadership. They are responsible for organising and managing school records, handling communications with parents and external stakeholders, and ensuring compliance with legal and regulatory standards.  

Key tasks are as follows: 

Diary Management 

• Managing the diaries of the Deputy Rectors, scheduling appointments, meetings and other aspects of their roles 
• Scheduling group meetings, such as the Heads of Department 
• To keep the 3 Year Trip Planner up to date and publicised to staff and parents.

Administrative Support & Communication 

• To send parental e-mails for various teaching staff, including emailing the parents of pupils in Friday detention. 
• To collate, check and issue the weekly News Sheet 
• To manage the creation of the Annual Academic Planner and oversee amendments, co-ordinating with the School Calendar(s) as necessary for which this person has responsibility 
• To take notes at the weekly Staff Briefing and publish them to the staff 
• To order and oversee distribution of Teacher Planners 

Timetabling 

• To support the work of the Timetabler and the Deputy Director of Studies in the presentation of the Blocking Scheme and the building of the Senior School Timetable 
• To publish the Blocking Scheme once it has been designed by the Academic Depute and the Deputy Director of Studies 
• To change and update curricular guides and to ensure their publication. 
• To organise Staff Cover, including at short notice (and especially when the Deputy is absent). 
• Liaison and contact with external Supply Staff when required

Event Planning 

• To oversee and manage room bookings and event spaces, particularly to support the work of the Deputes 
• To input text for an Exhibition programme and support in the planning arrangements for this event and other significant School events. 
• To assist with Open Day arrangements. 
• To assist with Entrance testing and Scholarship testing, liaising with the Marketing and Admissions Department as required

Data Management 

• Ensuring compliance with GDPR 
• Ensuring school management information systems for both pupils and staff are accurate and kept up to date

These key tasks are not intended to be exhaustive, but they highlight a number of major tasks that the post-holder may be reasonably expected to undertake. 

The Ideal Candidate

E- Essential, D- Desirable  

Knowledge, skills and experience: 

• Proven experience of working in an PA/Senior administration post or similar – E 
• Proficient in MS Office, in particular MS Word and Excel – E 
• Proficient in – or able to become proficient in – the School’s MIS (iSams) - E 
• High level of proven experience in the planning, organising and prioritising of tasks – E 
• Experience of holding a similar post within education – D  

Personal Qualities: 

• Excellent level of verbal and written communication skills – E 
• Confidential– E  
• Approachable - E  
• Flexible attitude to tasks required and able to work under pressure – E  
• Able to work on own initiative – E  
• Attention to detail – E  
• Organised, with excellent time management - E

About the school/organisation

The Edinburgh Academy is a fully co-educational school. The School consists of a Senior School, Junior School and a Nursery Department. The School is a member of HMC. The Edinburgh Academy moved to full co-education across the whole school in 2008. The Junior and Senior Schools are on separate sites, both of which have spacious grounds and sports facilities including extensive playing fields, an all-weather sports area, and a large Sports Hall and Centre.