Job Description (October 2026)

School: SIAL.school, 154-156 Holland Park Avenue, W11 4UH
Job title: Headteacher’s PA & School Operations Coordinator
Salary: £30,000 per year, depending on experience and qualifications
Contract type: Full Time 8:00 – 17:00 or 9:00 – 18:00 according to the school needs 
Contract term: starting with a temporary / maternity cover 
Annual leave: 28 days plus bank holidays
Start date: October 2026, as soon as possible

Language requirement: Fluent English and Italian

Candidates must be UK resident (all candidates will be asked to provide evidence to support their right to work in the UK)

Safeguarding Statement: Our whole school is committed to safeguarding and promoting the welfare of children and young adults and expects all staff and volunteers to share this commitment. The role is subject to references and an enhanced DBS check. Please, note that we will only accept candidates who already have a valid UK DBS.

Headteacher’s PA & School Operations Coordinator

Job Purpose

The Headteacher’s PA & School Operations Coordinator is a central member of the SIAL School team, responsible for supporting the Headteacher and helping to ensure the smooth, efficient and effective day-to-day running of the school.

The role combines PA and administrative support to the Headteacher with practical support in the day-to-day coordination of school operations. Working under the direction of the Headteacher, the post holder will help organise and follow up matters relating to staff cover, premises and health & safety, IT, the school Management Information System (MIS), staff CPD, the internal school calendar, meetings and events, and statutory documentation.

The Headteacher retains overall responsibility and oversight for these areas. The post holder’s role is to provide the organisational and administrative support required to ensure that actions are completed, information is communicated, deadlines are monitored, and relevant internal colleagues and external providers are followed up as necessary.

The post holder will act as an important link between the Headteacher and the different departments, staff members, contractors and external organisations involved in these areas, keeping the Headteacher informed and referring decisions or issues requiring senior oversight to them.

As SIAL is a bilingual Italian-English school, the post holder will communicate regularly in both Italian and English with parents, children, staff, external organisations.

This is a busy, varied and people-facing position. We are looking for someone who is highly organised, digitally confident, warm and approachable, and able to think ahead.

The successful candidate will not simply wait for tasks to be allocated. They will be expected to anticipate what needs to happen, organise it, follow it through and keep the Headteacher informed.

Key Duties and Responsibilities

1. Daily School Organisation

The post holder will:

• Maintain an overview of the day-to-day operational organisation of the school.
• Anticipate potential organisational issues and proactively identify practical solutions.
• Liaise with KS Coordinators regarding staff absences and cover arrangements, helping to ensure appropriate cover is organised.
• Ensure relevant colleagues are informed promptly of changes to daily arrangements.
• Keep track of operational priorities, actions and deadlines and follow these through to completion.
• Work closely with the Headteacher, KS Coordinators, Head of Finance, School Secretary and other colleagues to ensure effective communication across the school.
• Respond calmly and effectively to unexpected situations and changing priorities during the school day.
  Identify matters requiring the Headteacher’s attention while resolving routine operational issues independently where appropriate.

2. Support to the Headteacher

The post holder will:

• Provide high-quality PA, administrative and organisational support to the Headteacher.
• Manage the Headteacher’s diary, appointments and meetings as required.
• Assist with correspondence and documentation.
• Organise meetings and prepare agendas, documents and other materials where required.
• Take minutes and maintain accurate records of meetings where appropriate.
• Follow up actions arising from meetings and remind relevant colleagues of agreed deadlines.
• Support the Headteacher with confidential and sensitive matters, exercising discretion at all times.
• Support the Headteacher with meetings involving parents, the Parents’ Association (PA), staff and external organisations.
• Help protect the Headteacher’s time by appropriately managing enquiries and identifying priorities.

3. Parents, Children and the School Community

This is a highly people-facing role. The post holder will:

• Be a warm, professional and approachable point of contact within the school.
• Communicate confidently with parents and carers in both Italian and English.
• Develop positive and professional relationships with children, parents and staff.
• Respond to enquiries in a helpful and professional manner and direct matters to the appropriate member of staff where necessary.
• Be comfortable handling sensitive or occasionally difficult conversations with tact, discretion and professionalism.
  Understand when an issue can be resolved directly and when it should be referred to the Headteacher or another senior member of staff.
• Represent SIAL and its values positively when communicating with families, visitors and external organisations.

4. School Calendar, Meetings and Events

The post holder will:

• Develop, maintain and coordinate the school’s internal calendar of events.
• Maintain an overview of important dates, meetings, deadlines, trips, events and school activities.
• Ensure relevant dates and arrangements are communicated effectively to staff.
• Coordinate the practical organisation of Meet Your Teacher events, Parents’ Evenings and other parent meetings.
• Organise meeting rooms, documentation and other arrangements as required.
• Support the organisation of staff meetings, INSET days and training events.
• Support the organisation and delivery of Open Days and school tours.
• Coordinate with staff and external providers to ensure events run smoothly.
• Support other school events and activities as required.

5. Premises, Building Management and Health & Safety

The post holder will:

• Coordinate day-to-day matters relating to the school building, premises and facilities.
• Maintain an overview of maintenance requirements and ensure identified issues are followed up.
• Liaise with the building owner/landlord regarding premises-related matters as required.
• Liaise with contractors, suppliers and service providers.
• Arrange visits and obtain quotations for repairs, maintenance and other works, following the school’s approval procedures.
• Coordinate access for contractors and ensure relevant staff are aware of planned works.
• Maintain appropriate records relating to servicing, inspections, maintenance and remedial works.
• Support the Headteacher in ensuring required health and safety inspections, checks and actions are completed.
• Follow up actions identified through health and safety reports, inspections, risk assessments and testing.
• Monitor relevant deadlines and renewal dates.
• Escalate significant health and safety or premises concerns promptly to the Headteacher.
• Help maintain organised documentation for compliance and inspection purposes.

6. IT and Digital Systems

The post holder will:

• Act as a key liaison between the school and its IT support team/provider.
  Report, coordinate and follow up IT issues.
• Maintain an overview of outstanding IT requests and ensure they are progressed appropriately.
• Assist with the administration of user accounts, devices and systems as appropriate.
• Support the effective administration and use of the school’s Management Information System (MIS).
• Help ensure information held within school systems is accurate and appropriately maintained.
• Work confidently across the school’s digital platforms and systems.

The successful candidate must be highly confident using a computer/laptop and comfortable working digitally throughout the working day.

They should have strong skills in Microsoft Office and/or Google Workspace, including documents, spreadsheets, email, shared drives and calendars, and be able to learn new software and online platforms quickly.

7. Staff Training and CPD

The post holder will:

• Coordinate and book Continuing Professional Development (CPD) and training for staff as agreed with the Headteacher.
• Liaise with training providers and organise practical arrangements.
• Maintain accurate records of staff training and certificates.
• Keep an overview of mandatory training requirements and renewal dates.
  Remind staff and the Headteacher when training needs to be completed or renewed.
• Support the organisation of whole-school training and INSET activities.
• Help ensure relevant training documentation is available for compliance and inspection purposes.

8. School MIS and Census

The post holder will:

• Support the administration and effective use of the school MIS.
• Work with the School Secretary and other relevant staff to maintain accurate school information.
• Support the preparation and completion of the school census.
• Assist with checking information and resolving data queries before submission.
• Keep track of relevant submission deadlines.
  Support other statutory data returns and administrative requirements where appropriate.

9. Compliance, Ofsted and Consulate Documentation

The post holder will:

• Support the Headteacher with the preparation and organisation of documents required by external organisations.
• Support the completion and collation of documentation required by the Italian Consulate.
• Support the preparation and organisation of documentation required for Ofsted.
• Maintain organised electronic and/or paper records so that important information can be retrieved efficiently.
• Support the Headteacher in monitoring administrative and compliance deadlines.
• Liaise with relevant colleagues to gather required information and documentation.
• Assist with the preparation of reports, statistics and other information where required.

10. Liaison with Other School Functions

The post holder will work collaboratively across the organisation and will:

• Liaise regularly with the Head of Finance regarding operational matters, suppliers, quotations and other relevant issues.
• Work closely with the School Secretary to ensure administrative activities are coordinated effectively.
• Liaise with KS Coordinators regarding daily school organisation and staffing.
• Liaise with the Marketing Department regarding Open Days, school tours, events and communications as required.
• Liaise with IT providers, contractors and suppliers.
• Liaise with the building owner/landlord.
  Liaise with the Italian Consulate and other external organisations when requested by the Headteacher.
• Maintain clear communication between the different people involved and follow up agreed actions.

11. Open Days, School Tours and External Relations

The post holder will:

• Support the organisation of Open Days.
• Support and coordinate school tours for prospective families and other visitors.
• Work with the Headteacher, Marketing Department and relevant teaching staff to ensure events are well organised.
• Help prepare rooms, documentation, information and other materials.
• Welcome visitors professionally and help create a positive first impression of SIAL.
• Support follow-up administration arising from visits and events.

12. General Responsibilities

The post holder will:

• Maintain the highest standards of confidentiality and discretion.
• Support and promote the ethos, values and objectives of SIAL.
• Understand and comply with the school’s safeguarding responsibilities and procedures.
• Maintain professional boundaries when working with children and families.
• Attend meetings, training and school events as required.
• Maintain accurate and appropriately organised records.
• Seek advice from the Headteacher where appropriate.
• Undertake other reasonable duties consistent with the nature and level of the role.
• Occasionally work outside normal working hours where required for Parents’ Evenings, Open Days, school events, inspections, emergencies or other significant school activities.

Person Specification

Essential
The successful candidate must:

• Be fluent/bilingual in Italian and English, both spoken and written.
• Have excellent interpersonal and communication skills.
• Be a natural people person who enjoys communicating and building positive relationships.
• Be confident, warm and professional when dealing with parents, children, staff and visitors.
• Be exceptionally well organised and able to manage multiple priorities simultaneously.
• Be proactive and able to think ahead, identifying what needs to happen rather than waiting for individual instructions.
• Have excellent problem-solving skills and a practical, solution-focused approach.
• Be able to take ownership of tasks and follow them through to completion.
• Know when to act independently and when a matter needs to be escalated to the Headteacher.
• Be highly digitally confident and proficient with a laptop/computer.
• Have strong working knowledge of Microsoft Office and/or Google Workspace.
• Be comfortable using documents, spreadsheets, email, shared calendars, shared drives and online systems.
• Be able to learn new software, school systems and digital platforms quickly.
• Be confident working with an MIS or willing and able to learn the school’s system quickly.
• Have excellent attention to detail.
• Be able to communicate professionally with contractors, suppliers and external organisations.
• Be able to work calmly and effectively in a busy school environment where priorities can change quickly.
• Be trustworthy and able to handle confidential and sensitive information appropriately.
• Demonstrate a strong commitment to safeguarding and the welfare of children.

Desirable
It would be advantageous for candidates to have:

• Previous experience working within a school or educational setting.
• Experience in school administration or operations.
• Experience using a school MIS.
  Experience coordinating premises, contractors or health and safety requirements.
• Experience organising events, meetings or training.
• Experience working with parents and families.
• Knowledge of school compliance requirements.
• Experience supporting senior leaders.
• Experience working within a bilingual or international environment.

Terms and Conditions

Salary: Circa £30,000 per annum, depending on experience and qualifications.

Annual leave: 28 days plus bank holidays, subject to the terms of the employment contract and the operational requirements of the school.

The role requires flexibility around key school activities. There may occasionally be a requirement to work outside normal working hours for events such as Parents’ Evenings, Open Days, staff meetings, inspections or emergencies.

The appointment will be subject to the school’s safer recruitment procedures, including appropriate safeguarding and pre-employment checks.

The person we are looking for
Above all, we are looking for someone who will become a trusted and dependable operational support to the Headteacher and the wider school community.

This person should enjoy working with people, be comfortable speaking with parents and children, be highly capable with technology, and have the organisational skills to keep many different areas moving at the same time.

They should be someone who sees that something needs doing and thinks “I’ll organise that” — and then follows it through.

The overall purpose of the role is simple: to help make sure the school runs smoothly every day and to give the Headteacher the operational support needed to focus on leading the school.

How to apply

To apply, please fill out the application form and email it back to info@sial.school

We look forward to hearing form you!