PA to the Principal & Clerk to the Governors

Hulme Grammar School is seeking an experienced, highly capable and professional administrator to provide high-level support to the Principal and Governing Body, while taking responsibility for key areas of school administration, governance, compliance and information management.

This is a varied and significant role at the heart of the School. Working closely with the Principal, Senior Leadership Team and Governors, the postholder will play an important role in the effective running of the School and the delivery of key administrative, governance and regulatory processes.

The role requires exceptional organisational skills, sound judgement, discretion and the ability to manage competing priorities in a busy environment. It would suit an experienced PA, senior administrator, governance professional or similar candidate who is confident working with senior stakeholders and enjoys taking ownership of a broad range of responsibilities.

Working pattern: Term-time plus 5 weeks, Monday to Friday, 8.00am–5.00pm. A degree of flexibility will be expected to meet the operational needs of the School, including occasional meetings and events outside normal working hours.

The Role

PA to the Principal

• Provide confidential, proactive and high-level administrative support to the Principal, including comprehensive diary management, meeting coordination, correspondence and key communications.

• Act as a key point of contact for the Principal, using discretion and sound judgement when managing enquiries, priorities and sensitive matters.

• Anticipate the Principal’s requirements, proactively monitor key actions and deadlines, and ensure timely follow-up.

• Prepare high-quality letters, reports, presentations and other documentation.

• Arrange meetings, visits, travel and external engagements.

• Support the Principal and Senior Leadership Team in their engagement with professional bodies, including HMC.

Clerk to the Governors

• Act as Clerk to the Governing Body and its committees, providing effective administrative and procedural support.

• Maintain the annual programme of Governor and committee meetings.

• Prepare agendas and supporting papers in consultation with the Chair and Principal.

• Attend meetings and produce accurate, timely minutes and action logs.

• Arrange Governor meetings, visits, training and induction.

• Maintain governance records, declarations of interest, DBS information and other relevant documentation.

• Support Governors and senior leaders with inspection, compliance and governance requirements.

• Ensure governance information is maintained securely and in accordance with confidentiality and data protection requirements.

Schoolbase and Information Management

• Act as the School’s main point of contact for Schoolbase administration and queries.

• Maintain accurate pupil, parent and staff records in collaboration with Admissions, HR and IT.

• Manage user access and permissions and provide guidance and training to staff.

• Lead key termly and annual processes, including the Schoolbase rollover.

• Produce and coordinate reports, data collection and statutory information requirements.

• Identify opportunities to improve processes and maximise the effective use of Schoolbase.

• Ensure information is accurate, up to date and managed appropriately.

Compliance and Statutory Returns

• Coordinate key statutory and regulatory returns, including the DfE Census, GIAS, ISC and ISI requirements.

• Maintain an effective calendar of statutory deadlines and ensure information is submitted accurately and on time.

• Maintain records required for inspection, compliance and audit purposes.

• Work with relevant colleagues to gather, verify and collate information.

• Provide efficient access to documentation required for inspections, audits and regulatory reviews.

Events and School Administration

• Organise and administer major School events, including Prize Giving, Carol Service, Parents’ Evenings and Open Days.

• Coordinate school photographs, Results Day administration and other annual whole-school activities.

• Assist with admissions, marketing and parent events.

• Maintain the School’s key dates, meeting schedules and administrative calendar.

• Liaise with internal teams, Governors, parents and external suppliers as required.

Staff and HR Administration

• Support staff induction, recruitment and interview administration, including candidate communication and interview arrangements.

• Assist with the administration of professional review, lesson observations and staff development.

• Maintain effective electronic and paper filing systems for the Principal, Governors and key School records.

• Provide administrative assistance to HR with documentation, records and other processes as required.

• Handle staff and employment-related information with appropriate confidentiality and discretion.

The role will also provide flexible support across the School Office during particularly busy periods and contribute to projects and initiatives led by the Principal and Senior Leadership Team.

About You

We are looking for an experienced, highly capable and confident professional who can operate with discretion, authority and sound judgement in a school environment.

You will have:

• At least three years’ experience in a senior administrative, PA, governance or similarly demanding role.

• Exceptional organisational skills and the ability to manage a complex workload, competing priorities and tight deadlines.

• Excellent attention to detail and a high level of accuracy in written work, records and documentation.

• Outstanding written and verbal communication skills, with the confidence to communicate professionally with senior leaders, Governors, staff, parents and external organisations.

• The ability to work independently, anticipate requirements and take ownership of tasks from start to finish.

• Strong judgement and the ability to handle sensitive and confidential information appropriately.

• A proactive approach, with the confidence to follow up, challenge where appropriate and see tasks through to completion.

• Strong digital skills and confidence using databases, management information systems and digital platforms.

• The ability to build effective working relationships at all levels of the School and with external stakeholders.

• A calm, flexible and solutions-focused approach, particularly when working under pressure or responding to changing priorities.

• Experience of working in education, governance or another regulated environment would be advantageous.

Experience of Schoolbase or another school management information system would be particularly valuable, although training will be provided.

This role requires someone who is professional, highly organised, discreet and resilient , with the confidence and initiative to work closely with the Principal and Governors and take responsibility for important areas of School administration, compliance and information management.

What We Offer

This is an excellent opportunity to take on a varied and significant role within a busy, ambitious and friendly school community. You will work closely with the Principal, Senior Leadership Team and Governors and have the opportunity to make a tangible contribution to the effective running of the School.

The successful candidate will join a supportive and professional team and play a key role in maintaining high standards across governance, administration, compliance and information management.

Right to Work in the UK

Please note that Hulme Grammar School does not hold a sponsorship licence and is therefore unable to provide visa sponsorship for this position .

Applicants must have the right to work in the UK without sponsorship and without restrictions on their ability to work full-time for the duration of their employment. We are unable to accept applications from candidates who require, or may require, visa sponsorship now or in the future.

Safeguarding

Hulme Grammar School is committed to safeguarding and promoting the welfare of children and young people. The successful applicant will be required to undergo appropriate pre-employment checks, including an enhanced DBS check, satisfactory references and verification of qualifications and right to work, in accordance with Keeping Children Safe in Education and the School’s safer recruitment procedures.

Early closure: We reserve the right to close the vacancy before the advertised closing date if we receive a sufficient number of suitable applications. Early application is therefore encouraged.