JOB DESCRIPTION
TITLE: PA to the Head and Clerk to the Governors
(Maternity cover)
DEPARTMENT: Head’s Office / Administration
JOB PURPOSE: The PA to the Head is responsible for ensuring the effective running of the Head’s office, supporting the Head and Senior Deputy Head, and separately the Board of Governors
RESPONSIBLE TO: Head and Chair of Governors
Duties and Responsibilities
This role, supporting the work of the Head and the Board of Governors, is a vital role, operating at the heart of the school. The post holder will have access to confidential information, requiring absolute discretion at all times.
Key responsibilities include the following, although this list is by no means exhaustive:
Head’s Office
• To act as an effective and efficient Personal Assistant and ensure the smooth running of the office, including
o To deal with the Head’s email, letters (including admissions letters), telephone calls and general communications
o To prepare agendas and reports, take and publish minutes of internal meetings as required
o To organise the Head’s electronic diary with a focus on balancing Head’s availability
for internal events and meetings with external conferences and countrywide /
international travel
o To manage the detailed planning of all aspects of Head’s travel countrywide and international in liaison with the Deputy Head Development to attend conferences, fairs and visits prep and senior schools.
o To support the Head in the management and administration of
• Parent – school relationships, including the administration of meetings
• Staff meetings with the Head
• To complete all administrative tasks in relation to Head’s internal events and entertaining and assist with the preparation of termly whole school events and fundraising events in conjunction with the events team. To make arrangements for events held externally on behalf of the Head. To assist with creating an annual programme of parents’ events.
• To support the Head in meeting all statutory requirements of the Head’s role
(including inspection readiness, in conjunction with the Head of Compliance) including maintaining the school complaint and behaviour records
• To co-ordinate news for publications and reports (including end of term parent letter and Head’s reports to Governors)
• To support the Head in the management of the Head’s Budget and prepare expenses and card statements.
• Any other duties reasonably requested by the Head
Senior Deputy Head’s Office
• To liaise between the Head and Senior Deputy Head on parent issues and
Milton Abbey School | 13-18, Co-educational, Full Boarding or Day | www.miltonabbey.co.ukHead’s PA & Clerk to the Governors (Maternity Cover) Dec 2025 communication ensuring appropriate and prompt response
• To coordinate and publish Senior Leadership Duty Cover during term-time/holidays
• To liaise with the Head and Senior Deputy Head to assign parent meetings and appointments
• To undertake general administration for the Senior Deputy Head (SDH) including diary management, telephone call handling, email support and processing of letters
• To support the Senior Deputy Head in the management of the Senior Deputy Head’s Budget and submit invoices as required for processing
Other tasks
• To assist the School Chaplain with preparation and printing of the Order of Service for End of Term and other events
• To administer the preparation of the annual Leaver’s yearbook.
• To administer the student leadership selection process for the following year.
• Database management of mailing and contact lists separate from the school system
Clerk to Governors
• To prepare the annual meeting calendar with the Chair of Governors and make any amendments throughout the year.
• To act as a secretary for all meetings of the Governing Body and prepare and organise these meetings in full, including drafting an agenda with the Chair of Governors, IT and room set up as well as catering.
• To draw up the meeting minutes for review and approval by the Chair of each meeting thereafter. To publish meeting minutes as required after approval.
• To update the governors’ files including meeting minutes, records of personnel and trainings
• To make arrangements for governor’s visits to the school each term
• To assist with management of companies house and charity commission
• To administer the process of governor recruitment and induction where required
• To administer the process for leaving governors where required
• To establish and service Governors’ Appeal panels for hearings associated with disciplinary matters, grievances and parental complaints
• To ensure that governors are inspection ready to the standards inspected by the Independent Schools Inspectorate
• Any related tasks reasonably required by the Chair of Governors
Skills and Attributes required
The post requires an understanding of, and commitment to, the primary importance of safeguarding within our school, a courteous, welcoming and caring demeanour, absolute discretion and a flexible approach.
The successful postholder will be able to discuss at interview a career which demonstrates:
• experience of working as an administrator at a senior level
• experience of handling customer enquiries sensitively, promptly and effectively
• excellent written and verbal communication skills, including strong secretarial and IT skills
• experience of dealing with a range of external stakeholders
• the ability to plan, organise and anticipate requirements well in advance to support the smooth running of the school
• strong team working skills, flexibility, and a high level of initiative
• a focus on problem-solving and task completion
Milton Abbey School | 13-18, Co-educational, Full Boarding or Day | www.miltonabbey.co.ukHead’s PA & Clerk to the Governors (Maternity Cover) Dec 2025
TERMS OF APPOINTMENT
The following provides guidance, without prejudice, on the likely main provisions of a Contract of Employment.
Fixed term contract: As this opportunity is covering maternity leave, it shall be available for fixed term only with one month notice to be provided by the school when this comes to an end. Where possible, the school will provide more notice and prior to the contract coming to an end, possible alternative employment that may become available at that stage will be discussed
Holidays: This role is year-round role (i.e. the successful applicant will work through the school holidays subject to the following). The successful applicant will enjoy with 5 weeks paid holiday per annum (prorata) which should be taken outside the school term dates. Bank holidays outside term dates are also available to take as paid holiday
Hours: Monday to Friday generally 08:00 – 1700 (including 30 minutes unpaid lunch break) and Saturday mornings (term time only) generally 08:30 – 12:30. Some flexibility may be required during term time to accommodate late meetings or urgent requirements, however it is expected that the successful candidate will reduce their weekly working hours accordingly outside of term time, to offset the annual expected working hours average 40 hours per week.
Salary: A competitive salary is offered to the successful candidate depending on experience and qualification.
Probation: The position is subject to a 16-week probationary period.
Pension: A contributory pension scheme will be available including life assurance.
Other benefits: Meals on duty (e.g. full three course meal at lunchtime) (non-contractual benefit), free on-site parking, Employee Assistance Programme, use of facilities such as the gym and swimming pool at specific times.
Medical Fitness: Any offer of employment will be conditional upon the appointee’s fitness to carry out the role. New employees will be asked, following an offer of employment, to complete a questionnaire regarding medical fitness.
Milton Abbey School | 13-18, Co-educational, Full Boarding or Day | www.miltonabbey.co.ukHead’s PA & Clerk to the Governors (Maternity Cover) Dec 2025
Criminal Check
(DBS): As a School, Milton Abbey requires all new employees to complete an Enhanced level criminal background check through the Disclosure and Barring Service. It is a condition of employment that the employee should not have been convicted of a criminal offence against children, nor have been dismissed from or resigned from a previous employer for misconduct of a similar nature.
References: In addition, all new employees are required to provide two satisfactory references from two separate sources, one of sources should be from a previous employer. The school may also contact any previous employer, where the position has involved working with children or vulnerable adults.
APPLICATIONS
Applications must be submitted on a Milton Abbey School application form with a covering letter. Your application can be supported by a CV but applications by CV alone will not be considered.
Further details may be obtained from our website or from HR email [email protected] or telephone 01258 880484.
Please address your letter to the Headmaster, James Watson and send the letter,
application form and any supporting paperwork to:
By post Or by email
HR Department
Milton Abbey School [email protected]
Blandford Forum
Dorset
DT110BZ
Milton Abbey School | 13-18, Co-educational, Full Boarding or Day | www.miltonabbey.co.ukHead’s PA & Clerk to the Governors (Maternity Cover) Dec 2025
We will contact all applicants to either invite them to interview or advise them that on this occasion their application will not be taken further
