Job Description

Role Overview

The Exams & Events Administrator plays a central role in the smooth running of Albyn school life. With responsibility for the organisation and coordination of internal and external examinations, alumni events, school events and staff cover, this individual supports the academic and co-curricular life of the school. This role requires excellent organisational skills, attention to detail, and the ability to manage multiple deadlines in a fast-paced environment.

Working closely with teaching and support staff across the school, the post holder ensures that logistical and administrative arrangements are efficiently managed and that pupils, staff, parents, and visitors experience high-quality, professional service.

Key Responsibilities

Examinations

Coordinate the administration of all SQA and internal examinations, including timetables, venues, invigilation, and secure handling of materials. Liaise with the SQA and any other relevant examination boards to ensure compliance with procedures and deadlines. Manage exam entries, access arrangements, special considerations, and dissemination of results. Arrange and oversee the recruitment and deployment of exam invigilators. Ensure all exam-related data is accurately recorded and stored in line with GDPR requirements.

School Events

Provide administrative support for internal and external school events, including prize givings, parents' evenings, open mornings, Former Pupil events, and public performances. In particular, coordinating arrangements around our Queen's Road 100 celebrations in 2025-26 and developing ongoing positive relations with our alumni community. Maintain and coordinate the central School Diary in collaboration with SLT and key staff. The School Diary represents all our off-timetable events, trips and activities that are key to our school culture. Liaise with Estates, Marketing, Catering, and relevant departments to ensure event requirements are met. Manage RSVPs, seating plans, programmes, signage, and other logistical elements for events. Coordinate Holiday Camps, Revision Camps, and any other similar holiday events. Support members of the SLT, including the Deputy Head (Learning & Teaching), the Director of People and Culture, and the Director of Finance, with key areas of school life such as the co-curriculum, fundraising, and internal pupil events (e.g. workshops, enrichment activities, or themed days).

Staff Cover

Coordinate daily teaching staff cover arrangements, working with line managers and supply staff. This would require the candidate to work from 8am each day. Maintain the cover register for the Upper and Lower School and communicate arrangements promptly and clearly to all parties. Liaise with agencies or internal staff to arrange short-term cover when required.

General Administrative Duties

Provide additional administrative support to the administration team, and to senior staff and colleagues where necessary. Look after key start-of-term administrative duties such as pupil locker allocations, timetable printing, and other similar duties as required. Maintain accurate records and contribute to the smooth running of school office functions. Maintain databases, including our alumni database and Management Information System, and improve and refine our data. Use our MIS to distribute pupil reports and update pupil records.

Skills and Qualifications

Strong administrative background, ideally within an educational or examinations environment. Excellent organisational and time management skills. High level of accuracy and attention to detail. Strong written and verbal communication skills. Confidence using digital systems (e.g. Google Workspace, MIS platforms). Ability to manage sensitive and confidential information with discretion. Familiarity with SQA processes (desirable but not essential).

Personal Attributes

A warm, friendly and upbeat demeanour, with a genuine enthusiasm for supporting students, staff and visitors Energetic and cheerful--able to bring a positive, can-do attitude to a fast-paced role Approachable and personable, fostering a welcoming atmosphere at every interaction Calm under pressure, yet proactive in spotting opportunities to improve processes Highly collaborative, whilst also able to use your own initiative to drive tasks to completion Committed to upholding Albyn School's charitable, outward-looking values

Appointment Terms

The position is permanent, 35 hours per week, all year round. The salary for the post is 33,403 per annum. Service is pensionable as a member of the Royal London Pension Scheme.

Other, non-contractual, benefits include:

Discount on basic tuition fees subject to the employee's child/ren meeting the entrance requirements. Free After School Care for the employee's child/ren - 4-6pm, Monday to Friday. Discounted Holiday Club fees. Cycle to Work Scheme. Benefits platform package. Use of the School's Fitness Suite. A strong, supportive staff community.

Equal Opportunities

At Albyn School we are committed to creating and promoting a diverse and inclusive workforce that fully reflects our pupils and local community. All appointments will be made on merit, following a fair and transparent process. Applications are welcome from all suitably qualified candidates regardless of age, disability status, ethnic or national origin, gender identity, marital status, political opinion, religion or belief, sex, sexual orientation or trade union membership. We particularly encourage applications from under-represented groups.

Application Process

Applicants must submit:

a full CV (including details of all post-16 qualifications). a letter of application (maximum two sides of A4) explaining your reasons for applying and outlining your suitability for the role. the names, phone numbers and email addresses of two professional referees.
Please note the following:

Those progressing to interview stage, will be required to show proof of their Right to Work in the UK and proof of their qualifications. Applications should be sent by email to the HR Manager, Susan Allan () Albyn School is committed to safeguarding children and the successful applicant will be subject to an enhanced PVG check by Disclosure Scotland. Candidates are urged to apply as soon as possible as we reserve the right to make an appointment before the closing date if a suitable candidate is found.

The deadline for applications is 9am on Friday 18 July 2025. Interviews will be held on Monday 28 July 2025.

Job Type: Full-time

Pay: 33,403.00 per year

Benefits:

Childcare Company pension Cycle to work scheme Employee discount Gym membership Health & wellbeing programme Sick pay
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 18/07/2025
Expected start date: 18/08/2025