Permanent School Office Administrator
£
West London
A leading independent school is seeking a warm, highly organised, and professional School Office Administrator to join its dedicated administrative team. This is an exciting opportunity to become part of a distinctive educational environment where calmness, courtesy, and respect underpin every aspect of school life.
The School Office team provides high-quality administrative and operational support to ensure the smooth and efficient running of the school. Acting as one of the first points of contact for pupils, families, staff, and visitors, the successful candidate will play a key role in maintaining the welcoming and professional atmosphere for which the school is known.
Key Responsibilities
Front Office & Pupil Support
*Welcoming pupils, parents, staff, and visitors with warmth and professionalism.
*Managing daily pupil administration including attendance, late arrivals, and pastoral notifications.
*Maintaining accurate pupil records in line with safeguarding and school procedures.
*Supporting pupils with day-to-day queries and assisting staff with pastoral and operational matters.
*Providing supervision and appropriate escalation for pupils requiring time out, medical support, or additional care.
*Administering first aid and medication, maintaining accurate records at all times.
Administrative & Clerical Duties
*Managing incoming calls, emails, and enquiries efficiently and professionally.
*Preparing letters, reports, and communication materials for teaching and leadership staff.
*Supporting the coordination of meetings, events, admissions tours, and parent-facing activities.
*Maintaining organised filing systems and administrative workflows.
Communication & Coordination
*Assisting with school communications, newsletters, and notices.
*Working collaboratively with academic and operational staff to support daily school functions.
*Liaising with external agencies, visiting professionals, and service providers.
*Providing administrative support for trips, co-curricular activities, and enrichment programmes.
Office & Operational Management
*Monitoring and ordering office and welfare supplies.
*Managing deliveries, post, courier arrangements, and reception organisation.
*Supporting whole-school calendars and room bookings.
*Assisting with safeguarding and compliance administration, including visitor procedures.
*Supporting the management and supervision of examinations under the direction of the Exams Manager.
The Successful Candidate Will Have
*A calm, approachable, and professional manner.
*Excellent organisational and prioritisation skills within a busy environment.
*Strong written and verbal communication skills with exceptional attention to detail.
*High proficiency in Microsoft Office 365 and confidence adapting to new systems.
Desirable Experience
*Previous administrative experience within an independent school environment.
*Familiarity with MIS platforms such as iSAMs.
*Knowledge of safeguarding procedures and Mental Health First Aid.
*First Aid or Paediatric First Aid qualification (training can be provided).
This is an excellent opportunity for an experienced administrator who enjoys working in a purposeful and supportive school environment and who takes pride in delivering exceptional service to a thriving school community. The position is available on either a term-time only basis or as a full-year, year-round appointment, depending on the successful candidate’s preference and experience.
Salary is dependent on experience.








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