Academic Coordinator – EYFS & Primary

Job Summary

The Academic Coordinator – EYFS & Primary is responsible for coordinating the day-to-day administrative and operational functions of the EYFS and Primary School, ensuring seamless collaboration between the academic leadership team, teaching staff, and administrative departments.

The role serves as a central point of communication, supporting the smooth delivery of school operations, academic events, parent communications, and administrative processes. Working closely with the Vice Principal and Senior Leadership Team, the Academic Coordinator ensures that academic initiatives, school events, and daily operations are efficiently planned, coordinated, and communicated to both staff and families.

This role requires exceptional organisational, communication, and multitasking skills, with the ability to manage multiple priorities in a fast-paced school environment.

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Key Responsibilities

Academic Operations & Administration

• Coordinate the daily administrative operations of the EYFS and Primary School.
• Act as the primary liaison between the Academic Team and Administration Team to ensure effective collaboration.
• Support the Vice Principal and Academic Leadership Team with administrative and operational tasks.
• Coordinate academic calendars, key dates, deadlines, and schedules.
• Prepare agendas, meeting minutes, reports, and presentations for leadership meetings.
• Maintain confidential academic records and documentation.
• Monitor progress of ongoing projects and ensure timely completion of action items.

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School Communication

• Coordinate communication between school and home, ensuring information is timely, accurate, and professional.
• Draft and distribute newsletters, parent letters, announcements, and school notices.
• Liaise with the Marketing & Communications team regarding academic news, events, and social media content.
• Support parent information sessions and curriculum presentations.
• Ensure consistency in communication across all platforms.

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Event & Activity Coordination

• Coordinate the planning and delivery of academic events throughout the year, including:

  • Curriculum Evenings
  • Parent Workshops
  • Assemblies
  • Sports Days
  • Celebration of Learning
  • Graduation Ceremonies
  • Transition Events
  • Open Days
  • Special Theme Days

• Prepare event schedules, logistics, checklists, and operational plans.

• Liaise with Facilities, IT, Administration, Marketing, and external suppliers to ensure successful event delivery.

• Coordinate staffing, venue setup, resources, and event documentation.

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Administrative Support to Academic Leadership

• Provide comprehensive administrative support to the Vice Principal and Academic Senior Leadership Team.
• Manage meeting schedules, appointments, and calendars.
• Assist with document preparation, reports, presentations, and policy documentation.
• Coordinate travel, training, and professional development arrangements where required.
• Support school inspections, accreditation visits, and audit preparation.
• Assist with budget tracking, purchasing requests, and administrative records.

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Coordination Across Departments

• Act as a communication bridge between:

  • Academic Team
  • Administration Team
  • Admissions
  • Marketing
  • HR
  • Finance
  • Facilities
  • IT

• Coordinate requests and ensure follow-up actions are completed efficiently.

• Support cross-departmental projects and school-wide initiatives.

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Student & Parent Support

• Assist with student-related administrative matters.
• Coordinate parent meetings when required.
• Support enquiries from parents and direct them to the appropriate staff member.
• Ensure a welcoming and professional experience for families.

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General Administration

• Coordinate document management and filing systems.
• Maintain school forms, templates, and operational procedures.
• Assist with purchasing requests and inventory for academic resources.
• Monitor administrative deadlines and ensure compliance with school procedures.
• Support data collection and reporting for leadership.

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Other Duties

• Attend school events, meetings, and professional development sessions.
• Support whole-school initiatives and projects.
• Carry out additional duties as assigned by the Vice Principal or Principal.
• Promote and uphold the school's mission, vision, and values.