Temporary Senior Administrator (Term time)

Location UK / Belfast

Job Type Fixed term contract, Permanent, TemporaryContract, Trainee

Salary Not disclosed

Updated 5 days ago

Reference 1364198

 Job Description

Excellent opportunity for Temporary Senior Administrator (Term time) based in Belfast.




An exciting opportunity has arisen for the role of Temporary Senior Administrator, working closely with other members of staff, to organise the school calendar and major events within the school, to promote the school, as well as administering the alumni database and managing communications with parents, alumni and other interested parties. We are looking for someone with excellent organisational skills and the ability to use their own initiative.


Belfast Royal Academy, founded in 1785, is the oldest school in the city and is a non-denominational, co-educational, voluntary grammar school, listed among the Public Schools of the United Kingdom. The management is vested in a Board of Governors, on which parents and teachers are represented, along with Governors elected by members of the Academy and nominees of the Department of Education.

The school moved to its present site in 1880 and the grammar school has some 1460 pupils. Inside the past 30 years, seven new teaching blocks have been built and much of the accommodation has been refurbished. The school has invested significantly in IT resources over the past number of years.

Ben Madigan is the Preparatory Department of Belfast Royal Academy.  It is situated on the slopes of Cavehill, on the idyllic Castle Grounds site, a site of some 12.7 acres, which includes a top quality cricket square and outfield and some pitches, as well as playground facilities.

Pupils are admitted from age 4 and, subject to the results in the assessments organised by the Association for Quality Education, may move to the grammar school at age 11+.

The Pre-Preparatory Department is a thriving purpose-built unit on the Castle Grounds site, constructed in 1985, with panoramic views over Belfast and Belfast Lough.  This Department admits a maximum of 24 children per annum, around the age of 3 years old, who are likely to be enrolled in the Preparatory Department at age 4.  There are approximately 150 pupils in the Preparatory and Pre-Preparatory Departments.



The Temporary Senior Administrator will report to the Deputy Principal with responsibility for School Organisation and School Cover regarding administration work which supports academic staff, and will report to the Head of Finance and Corporate Services with regards to Alumni and Development.



A. School Organisation

  • In conjunction with the Deputy Principal, taking the lead in terms of organising the calendar of school events and implementing a bring-forward system of actions
  • Maintaining the School Organisation Schedule, with an awareness of longer term issues and the needs of the School
  • Taking the lead in the organisation of Prize Day, AQE Common Entrance Assessment test days and all Open events, to include:

Planning for the logistics of the day

Organising, servicing and chairing planning meetings, including preparing and circulating agendas, minutesand papers, and compiling action lists

Completing all administrative and communication tasks as required

For Prize Day, co-ordinating the Prizes and liaising with the venue management, For Open events, promoting the events through various media

  • In conjunction with the Deputy Principal, taking the lead in the organisation of Parent-Teacher consultations and information sessions including communication with parents
  • Taking the lead in the organisation of induction of new pupils to include:

Communication to parents

Preparing documentation, liaising on behalf of the Deputy Principal with all relevant staff and externalagencies

Organising Induction Interviews with senior staff

Organising the Welcome Event

  • Identifying opportunities to promote the school, including via social media, and responding appropriately to enquiries
  • Devising and implementing a School Communications (Comms) Schedule
  • Updating and maintaining the pupil SEN and Medical records
  • Updating and maintaining the Staff, Parents’ and Pupil Handbooks
  • Maintaining a schedule for updating Policies for review by the Board of Governors
  • Organising the production of the School Diaries and Teacher Planners
  • Taking responsibility for ensuring best value for marketing and publications
  • Liaising annually with the Miniversity company to run their Summer Camp
  • Maintaining the record of CPD for teaching staff

B.            Staff Cover

  • Utilising staff internally to cover short term absences, where appropriate, within agreed limits
  • Organising for the re-rooming of classes when appropriate, e.g. during periods of controlled assessment
  • Preparing relevant reports

C.            Alumni and Development

  • Managing, maintaining and developing Alumni/Contacts data using ‘The Raiser’s Edge’ database, ensuring that all systems are compliant with Data Protection legislation
  • Using The Raiser’s Edge to promote the School and to provide reports for Governors and Senior Leadership, including organising a system of ‘cultivating contacts’, planning e-news and other methods of communication on a regular basis
  • Taking responsibility for centrally co-ordinating invitations to school events, preparing the relevant data mailing lists for mailings, e-news and invitations
  • Providing support to the School’s former pupil associations, assisting Alumni with the organisation of reunions and other former pupil events, and representing the School at former pupil events as agreed with the Head of Finance and Corporate Services
  • Ensuring data capture systems are in place at events relating to the School and online
  • Taking a leading role in the administration of fundraising, including processing direct debits and Gift Aid, and researching alumni and prospective donors
  • Putting in place appropriate systems and consents in compliance with the General Data Protection Regulations
  • Such other general administration as is associated with upkeep of the database, including filing and systems organisation

D.            General duties

  • Provide relevant support for the Senior Leadership Team on internal and external activities, including collection of information and identifying and seeking out appropriate resources, including promotional material

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Forms must be completed using the application form on the school web-site, and returned to the school along with the Monitoring Form by no later than 12:00 NOON ON Monday 15th October. Late applications will not be accepted.

It is intended to interview at the main school site on Monday 22nd October.