Academic Administrator

The Opportunity

This is a role for someone who can combine meticulous systems thinking with calm, reliable day-to-day administration to keep the Deputy Head Academic’s (DHA) office and the wider academic team organised and operational. You will support academic leadership by managing complex diaries, owning key academic trackers (lesson observations, work scrutiny, exam timetables) and delivering accurate, timely papers and minutes — all while improving administrative workflows to make academic processes easier for staff and clearer for pupils.

What you'll be doing

• Provide executive EA and confidential secretarial support to the Deputy Head Academic: complex diary management, correspondence, academic letter writing and preparing briefing packs.
• Run meeting administration for Heads of Department, Academic Committee and academic pupil voice groups: prepare agendas and papers, attend, take accurate minutes and publish action points.
• Design and maintain the master trackers for lesson observations, learning walks, work scrutinies, departmental reviews and probation documentation.
• Manage daily cover (planned and emergency), maintain cover registers and produce usage reports.
• Maintain the central Curriculum List, Scholar/SEND registers and input academic extras into iSAMS as required.
• Collate incoming pupil academic data and external exam results for new pupils, working with Admissions and Heads of Year.
• Support exam timetabling logistics, room/set allocations and re-rooming for exams or events via iSAMS and liaison with the exams team.
• Oversee the Diploma portal: monitor submissions, produce completion reports and escalate issues to the DHA.
• Prepare weekly academic bulletins, contribute to parent communications and collate, edit and format academic publications and handbooks.
• Maintain the DHA’s ISI inspection evidence portfolio, the master academic policy log and GDPR-compliant electronic filing systems.
• Maintain accurate CPD and training records for academic staff and support the Director of Studies during busy periods.