Executive, Academic Support - Secondary Campus

Our Purpose at The Alice Smith School

According to the words of our school song: ‘Soon there were two, who were joined by a few’. Alice Smith started a movement with just two people. That single brave act sparked a positive chain reaction. She inspired other families to join her on her journey, creating a nurturing environment for generations of learners and a home away from home for thousands of families.

In that same vein, we keep the Alice Smith spirit alive by building a nurturing community that encourages our students to explore the world with courage, curiosity and compassion.

To build a better world together.

Our purpose is embedded through our three strategic pillars:

Our People

We are a diverse collective of experts and curious minds, working together to push the boundaries of education to lead learning for an ever-changing world.

Our Students

We encourage students to explore different paths with courage and curiosity, in an environment that empowers them to make an impact as their best self.

Our World

We are a supportive, connected community that innovates, explores and learns together.

The Opportunity (Overview of the role)

The Executive, Academic Support provides dedicated operational and administrative support for student, parent, teacher, and school-wide events throughout the academic year.

The role is responsible for coordinating event logistics, supporting communication and documentation, and ensuring smooth event execution in collaboration with event hosts, teachers, students, parents, and relevant school departments.

The role also provides administrative support to the Academic Support team and serves as a backup for key systems, reporting, and operational processes.

The position is intended to strengthen event coordination capacity within Academic Support, allowing the wider team to maintain focus on core operational responsibilities while ensuring consistent and well-organised event delivery.

Responsibilities/duties:

1. Event Coordination & Delivery

Coordinate event logistics with the event host from initial planning through to event delivery and post-event follow-up.

Translate event requirements into clear action plans, timelines, checklists, and logistical arrangements.

Coordinate with relevant internal departments and external providers to ensure event requirements are delivered.

Manage multiple events and competing deadlines across the academic year.

Monitor event actions, identify potential gaps or issues, and follow up with relevant stakeholders.

Provide on-site coordination and operational support during events where required.

Support continuous improvement by reviewing recurring events and identifying opportunities to improve efficiency, consistency, and stakeholder experience.

Events includes, Student Events, Teacher and Parent Events, School Hosted External

2. Administrative Support

Provide administrative support for academic, pastoral, parent, student, and school-wide activities.

Prepare documents, forms, letters, certificates, registers, trackers, and other event or operational materials.

Maintain accurate records and filing systems for assigned areas of responsibility.

Manage data entry, document updates, and routine administrative processes.

Support procurement, quotations, purchase requests, invoices, and other administrative processes where required.

Assist with communication and coordination between Academic Support, teachers, parents, students, and other departments.

Support the preparation and organisation of meetings, briefings, and presentations.

Monitor deadlines and follow up on outstanding actions with relevant stakeholders.

Identify opportunities to improve administrative processes and reduce unnecessary duplication or manual work.

3. Systems & Reporting Backup

Provide backup for designated Academic Support systems and databases.

Maintain accurate and up-to-date information within relevant systems.

Support routine data entry, record maintenance, and information updates.

Assist with the preparation of regular reports, data summaries, and management information.

Maintain knowledge of key processes and system procedures to provide effective cover for colleagues.

Ensure appropriate documentation and process guides are maintained for assigned systems.

Support data checking and reconciliation to ensure information is accurate and complete.

Escalate system issues or data discrepancies to the appropriate team or department.

4. Team Collaboration & Service

Build positive working relationships with teachers, students, parents, external organisations, and support departments.

Communicate clearly and professionally with stakeholders and provide timely updates on assigned activities.

Demonstrate flexibility during busy periods and support colleagues with event delivery and operational priorities.

Share knowledge and information with colleagues to strengthen team capability and reduce reliance on individual knowledge holders.

Maintain a professional, service-oriented approach when dealing with students, parents, staff, and external stakeholders.

5. Others

Ensure compliance with Health & Safety regulations, reporting any concerns and taking appropriate action to maintain a safe environment.

Demonstrate professionalism, cultural sensitivity, collaboration, and a commitment to continuous development.

Adhere to the school's policies and procedures.

All staff are responsible for ensuring that safeguarding is central to everything we do, adopting a whole-school approach. Please refer to the Safeguarding and Child Protection Policy available on our website.

Safe Recruitment Practices:

As a school with a diverse collective of experts, we uphold recruitment protocols that adhere to the highest possible international standards. We conduct thorough pre-employment checks on candidate references and verify qualifications. If you require further information regarding the School's 'Pre-Appointment Checks,' please liaise with our People and Culture representative, as the process may vary for individuals of different nationalities.

We prioritise the careful scrutiny of checks as they are essential in ensuring a safe and secure environment for our students. By maintaining stringent recruitment practices, we aim to provide a nurturing and protected learning environment for all our students.

The duties and responsibilities of this post may vary from time to time according to the changing demands of the school. This job description may be reviewed at the reasonable discretion of the Head of School and school leadership in the light of those changing requirements and in consultation with the post holder.

Selection Criteria :

Strong organisational and coordination skills.

Ability to manage multiple tasks, deadlines, and events simultaneously.

Good attention to detail and accuracy.

Strong communication and interpersonal skills.

Ability to work collaboratively with different departments and stakeholders.

Proactive approach to identifying and resolving operational issues.

Ability to remain calm and adaptable during busy event periods.

Good administrative and documentation skills.

Confidence working with systems, databases, spreadsheets, and reporting tools.

Ability to work independently while knowing when to seek guidance or escalate issues.

Strong customer/service mindset when supporting students, parents, teachers, and colleagues.

Applications must be submitted by 4 November 2026. The selection committee will conduct shortlisting during the week of 9 November 2026. Please note that only shortlisted candidates will be contacted for a online interview or an on-campus second interview.