Administrative Assistant

Are you interested in developing a career in administration, with the opportunity to gain hands-on experience and potentially undertake apprenticeship training? Do you enjoy working in a busy environment where organisation, communication, and attention to detail are key?

We are seeking a motivated and organised individual to provide comprehensive administrative and secretarial support to members of the academic staff, ensuring the smooth day-to-day operation of the Nash Office and associated school activities. This role plays a vital part in maintaining efficient office systems, managing departmental records, and supporting the coordination of events and communications.

Working closely with academic and support staff, the Bursary, parents, pupils, and external organisations, you will contribute to the effective running of the school’s administrative functions and wider community engagement.

This is an excellent opportunity for someone looking to start or develop a career in administration within a supportive environment, with scope to build skills and grow professionally.

Overall Purpose

To provide comprehensive administrative and secretarial support to members of the academic staff, ensuring smooth day-to-day operations of the Nash Office and associated school activities. The role contributes to the efficient management of office systems, departmental records, and event coordination.

There is continuous involvement with academic and support staff, the Bursary, parents, pupils and other schools and educational organisations

MAIN OBJECTIVES 

No job description can fully cover all aspects of this varied appointment and the responsibilities are likely to expand and evolve.  A flexible approach to work is essential.  The current key tasks are outlined below:

• Provide secretarial and administrative support to academic staff.
• Maintain office systems, including photocopiers and other office machinery, ensuring proper usage and upkeep.
• Support financial tracking by maintaining departmental recharge records and reporting costs monthly.
• Assist in the preparation and dissemination of school notices, lists, and documents.
• Contribute to the organisation and administration of school events, productions, and departmental activities.

KEY RESPONSIBILITIES

Administrative & Secretarial Support 

• Provide general secretarial assistance to academic staff.
• Take accurate minutes during meetings as required.
• Type correspondence, reports, and other documents.
• Handle filing, laminating, binding, and other document finishing tasks.

Office & Equipment Management

• Oversee the use of photocopiers and other office equipment.
• Monitor office supplies and alert the Nash Office Secretary of replenishment needs.

Financial Administration

• Keep accurate accounts of departmental recharges.
• Provide monthly cost reports to the Nash Office Secretary. 

Student & House Support

• Assist with house registration checks and roll call records.
• Format and print key annual lists, including medical lists and MOD lists.
• Support activities such as Peer Mentoring, Pupil Leader events, and house events (e.g., Christmas Dinner).
• Maintain house sign-out books and associated records.

Event & Production Assistance

• Assist with bookings for school events and community service activities.
• Prepare and distribute programmes, posters, and bulk printing materials for termly theatre productions.
• Support events such as weddings, Christmas concerts, and other special school occasions. 

Other Duties

• Drop subjects and manage student record updates as required.
• Produce name cards, demerit records, and other administrative documentation.
• Undertake additional tasks and ad hoc requests from the Nash Office Secretary.

Knowledge/Experience

• Minimum educational requirement (e.g., GCSEs or equivalent, typically including English and Maths). (D)
• Excellent administration skills (E)
• Work experience in an office, school, or voluntary role. (D)
• Experience with photocopiers, laminators, binding equipment, or other office machinery. (D)
• Some exposure to school administration or working in an academic environment. (D)
• Organisation and time management – ability to prioritise tasks. (E)
• Communication skills – clear, polite, and professional in writing and speaking.
• IT literacy – Word, Excel, Outlook, and willingness to learn new systems. (E)
• Accuracy and attention to detail – essential for record-keeping, lists, and document preparation. (E)
• Minute-taking or note-taking skills. (D)
• Basic financial awareness – e.g., keeping simple records or tracking costs. (D)
• Event support skills – helping prepare programmes, posters, or bulk printing. (D)
• Organisation and time management – ability to prioritise tasks. (D)
• Communication skills – clear, polite, and professional in writing and speaking. (D)
• IT literacy – Word, Excel, Outlook, and willingness to learn new systems. (D)
• Accuracy and attention to detail – essential for record-keeping, lists, and document preparation. (D)
• Reliable and punctual. (E)
• Trustworthy and professional, especially handling confidential information. (E)
• Flexible and adaptable – willing to take on varied tasks. (E)
• Positive attitude and eagerness to learn. (E)
• Flexible, able to work additional hours if required (E)
• Lives locally (D)

Canford School is committed to equity, diversity and inclusion in all areas of our Community and encourages applications from all suitably qualified candidates.

Canford School is committed to safeguarding and promoting the welfare of children and young people.

The successful applicant will be required to undergo child protection screening.