Job Description

The Role

We are looking for a highly skilled and personable colleague to join our front-line administration team in the Junior School. The job holder will provide administration support, particularly to the Deputy Heads and staff of Lower Primary, but this role has a particular focus on maintaining school data within several management information systems/databases. We are currently on a journey to implement iSAMS by August 2026, so it is essential that candidates are experienced iSAMS users who are highly skilled in the use of Excel and data maintenance and analysis work. The Administrator also undertakes reception work; answering phone calls, greeting visitors, supporting parents and children, and plays a crucial part in us keeping our children safe.



Hours of work will be 37 hours per week, Monday to Thursday, 8.00am to 4.00pm, Fridays 8.00am to 3.30pm, 46 weeks per year (36 weeks of term time plus professional learning days and a further two weeks during holiday periods). The annual leave entitlement is seven weeks per year making a total of 46 weeks. The salary for this position will be in the Grade 2 range which currently stands at 27,090 - 30,231 per annum (based on 36.25 hours per week, 52 weeks per year). This equates to 24,460 - 27,296.

APPLICATION PROCESS

To apply, please click the Apply for this job button. Please include a letter of application of not more than 800 words giving us more information about you and why you consider yourself to be a strong candidate for the role, addressed to Mrs Su Breadner, Chief Operating Officer.



Closing date:

11:59pm on Wednesday 14 January 2026

Interviews are scheduled to take place on

Thursday 22 January 2026

Main Responsibilities

Administration Responsibilities:

Provide administrative support to the Deputy Heads, Principal Teachers and Assistant Principal Teachers. This work is varied and high volume. Working in a small team any of the following tasks may be required; diary management, arranging meetings, preparing timetables, processing assessment details, organising trips, events, meetings. It also includes producing spreadsheets, reports, typing minutes, photocopying, filing and producing printed materials such as labels, booklets and worksheets. Daily, process pupil absence information, check registers, record known absences, identify potentially missing children, report to Deputy Head and phone parents as required. Prepare reports. Sending emails on behalf of Deputy Heads and other staff, preparing letters for Parents (for email distribution or publishing on the School's Weekly Parent Digest) Assist with preparation for school trips including, booking of venues/accommodation/transport, sending information to parents, collating permission slips and ensuring risk assessment forms are completed. Annually negotiate pricing with external platform providers and make recommendations to JS management for agreement. Place orders, e.g. teaching materials or stationery and check order against delivery. Assist with the preparation of school events, e.g. performances, by ensuring rooms and other resources are booked, timely notices to parents. Keep up-to-date with details of School events and information available on the School website, in order to provide parents and visitors with general information regarding school activities. Receive and deal with Lost Property items and liaise with Thrift Shop volunteers Occasional handling of cash e.g.for school visits and charity collections Provide cover to other administrators across the whole school, as required Ensures compliance with General Data Protection Regulations when handling personal data and information relating to data subjects, whether that be on the management information system, paper records or when in discussions with others.

Reception Responsibilities:

Provide a first class Reception service, by acting as the first point of contact for the school, welcoming visitors and responding to telephone and email enquiries in a helpful and constructive manner, and representing the School with a positive attitude and professional appearance at all times. Ensure the safety and security of the Junior School at all times, by making sure that entry to the premises is controlled. Ensure all visitors have signed-in appropriately and are provided with an identification badge, asked to read the visitor briefing notes, notifying the relevant employee/ department of their arrival if necessary. Handle all telephone calls promptly and efficiently, directing and screening calls, as appropriate, and taking and forwarding messages in an accurate and timely manner. Handle all general enquiries, by phone, email and in person, ensuring that all enquiries are either dealt with successfully within the reception, or promptly and professionally forwarded on to the most appropriate colleague. Communicate with parents regarding all aspects of School life, receiving and passing on information, between parents and teachers, including phoning parents to ascertain reasons for pupils' absence. Ensure that the Reception area is kept smart and tidy and that displays of School publications are kept up-to-date.

Database Administration

Setting up all data structures which are needed for the school to operate effectively. Provides technical support and guidance on core data systems to Junior School colleagues and other Administration colleagues in the wider College.

Examples of current tasks which the job holder is responsible for include:

Creation of School Year, Timetables and Registers

Before the start of the academic year, populate the Junior School system with the session dates and create the periods for the day which allows the creation of timetables and registers. Crucial this is accurate and timely as once committed it cannot be altered and the entire JS operation depends on this being correct. Curriculum Support confirms accuracy. Before the start of the academic year, transfer all the children from the closed year to the new year, changing class, removing leavers, adding new children, additional/new classes where relevant, in all external platforms (e.g. Mathletics, Accelerated Reader, Spellzone, Maths Investigations, Seesaw, Education City). Maintain this data across the year. Once the system is set up for the new academic year, and prior to session starting, receive information about timetables from Deputy Head(s) LP/UP, from PE, Drama, Art, Music and from this generate subject sets Create subject sets (c500) for each class, English, Numeracy, Literacy, Spanish, Art, Music, Drama etc attaching class, teacher, pupils, location, times and days which ultimately creates the timetable which teachers use. Ongoing maintenance of this data as required across the year.

Data Maintenance

Ensures the school management information systems are kept up to date with pupil information, e.g. change of circumstances, medical information, (Dashboards, Mathletics, SpellZone). Entries must be accurate and timely.

Testing

At key tracking points across the year (termly) work closely with Deputy Head (LP) to organise the testing programme. Agree dates of testing, share on central calendar with staff, decide whether enough test papers are in stock, maintain stock control, order papers where needed, consider supplier lead times, prepopulate external sites with data of children, dob, gender, names, class. Without this info the child cannot take an online test and for paper tests, the results could not be recorded by the testing company to the right child. Once results are available generate a csv file and import into a markbook. Create markbook tasks. Each test has a name, therefore getting the naming convention accurate is essential, as this is pulled off onto the dashboard. Allocate teacher, children being reported, additional markers. Assist teachers with entering scores/grades, as required and provide technical support/guidance.

Report Production

Ad hoc, creation of reports from the management information systems, e.g. running pre-designed ODBC reports, creating new (if basic) or seeking help from Senior School Deputy as required. Present data in various formats e.g. excel, graphs, pivot tables to Management/Staff/Annual Report. Typical reports include individual/ cohort performance, performance by subject. Interim and End of Session Reports for parents

Twice a year, using Google sheets creates blank templates for teaching staff to complete with comments on the pupils and grades for attainment/approach etc. Create a reference page to accompany the template, which involves populating with data about the pupil. Once a teacher has completed the template, the job holder reformats through a merge process to create a pre designed PDF document for sharing with parents by the Communications Team. Any changes that are requested by parents are made to the final report. Once finalised, individually assign a pupil record


The Ideal Candidate

Essential Criteria:

Demonstrable previous experience of working in a busy, customer-facing reception and administration focussed role within a team environment. Excellent and professional telephone manner, coupled with strong interpersonal and written/oral communication skills; communicates in a confident, clear, and concise manner at all times. Experience of using iSAMS Excellent excel skills, including creating formulae, pivot tables, and able to analyse basic data and present well in report/graphic form Excellent Microsoft 365 skills (Word, Powerpoint, Sharepoint, One Drive) Excellent organisational and planning skills, combined with the ability to remain calm under pressure and deal flexibly with changing priorities. Ability to demonstrate previous experience of working both as a team player and independently. Personal qualities include tact, diplomacy, and a friendly, helpful and professional manner. Good understanding of what it means to provide excellent customer service. Smart, professional appearance Be aware of and comply with School policies and procedures, particularly in relation to child protection, health, safety and security, confidentiality and data protection Understands the General Data Protection Regulations with regards handling pupil and parental data. A strong team player who will embody George Watson's College culture and values

Desirable Criteria:

Experience of working within a School environment or similar educational establishment Vocational qualifications (e.g. SVQ/NVQ level three) in a relevant area such as Customer Service or Business & Administration.



About the school/organisation

George Watson's College sits in the heart of Scotland's capital city, Edinburgh, providing a world-class education for children and young people from Preschool to Senior 6.


We encourage our pupils to develop a love of learning through an inspiring curriculum and an extensive and inclusive enrichment programme, which are underpinned by the four values we live by: aim high, be kind, join in and respect all.


Our school is a place where pupils have the freedom to thrive, succeed, explore, perform, and grow, giving them the opportunity to discover their own limitless potential.


Preschool, junior and senior pupils all learn and play on the same 52-acre campus, where our sports facilities, music school, art department, technology building and drama studios are within walking distance.


We offer our pupils one of the widest extra-curricular programmes you will find anywhere, plus the opportunity to travel internationally during their time with us, and a broad range of learning experiences outside the classroom.


Digital technology supports and enhances learning, with every pupil encouraged to use their device where it adds real value to developing skills and critical thinking.


Our school has an enviable reputation for the breadth of opportunities pupils have to get active, with around 25 different sports available to both girls and boys. Participation, excellence, professionalism and equality are the four cornerstones of our physical education and sport department here at Watson's.


When it comes to music and drama, our pupils are given the opportunity to co-produce stunning shows, delivering memorable performances that live long beyond school days.


Most importantly, the wellbeing of our pupils matters to us more than anything else. There are various ways we support pupils to proactively manage their mental health, while a range of peer-led programmes has created a culture in which we can all play our part.


All this means that when the sun shines we celebrate the happy moments, and when it doesn't we're there to protect and support, just as our motto says: ex corde caritas - love from the heart. www.gwc.org.uk




Package Description

Location:

George Watson's College, Edinburgh

Contract Type:

Permanent

Salary:

24,460 - 27,296(based on 36.25 hours per week, 52 weeks per year)

Benefits:

Automatic enrolment in the contributory support staff defined contribution pension scheme, reduced school fees at George Watson's College for children of staff, Membership of the Galleon Club (the school's fitness club)