Job Description

THE POSITION & THE TEAM

The External Relations Team at RGS is responsible for supporting the school to communicate with, engage and motivate a broad range of stakeholders. This includes:

Leading the school's marketing activities, to inspire prospective parents to consider RGS Newcastle. Delivering high quality and engaging communications content, through our website and social media channels, PR coverage, major publications as well as regular communications and events with current parents and internal staff. Maintaining contact with our c10,000 alumni of Old Novocastrians, former staff and former parents, through valued and engaging events and publications, and in particular the RGS Archive; and Galvanise the whole RGS community to support 'RGS Gives' through a wide range of inspiring fundraising activities appropriate to the variety of motivations of different supporters.
We are looking for an Administrator (fixed term) who will have a super varied role and we can promise almost every day will be different! You'll be thanking and feeding back to our donors, reconciling income, taking event bookings and will enjoy life supporting colleagues in our busy and creative team.

Crucially you will support our ambitious fundraising plans and our campaign 'RGS Gives' in order to expand:

RGS Bursaries, which enable the brightest young people from across the North East to attend RGS, regardless of their family's background, which have already supported 500 families; and RGS Partnerships, which work alongside State school partners, and already reach over 10,000 of young people across the North East, each year.

THE SCHOOL

In 1525, the Mayor of Newcastle, Thomas Horsley, wrote his will, in which he generously gifted his estate to fund a grammar school. Five centuries later, Horsley's vision lives on in the Royal Grammar School Newcastle's corridors and classrooms, and his philanthropic spirit drives the RGS's commitment to education.

Few schools can claim a 500-year history. Over the years, the RGS, has continued to flourish as the premier independent school in the North East of England and as one of the country's leading schools - consistently topping the regional table for academic excellence.

Today, RGS is a fully co-educational school with over 1,300 students aged 7-18 (Years 3 to 13). Its academically selective places are highly sought after.?The school has more than 250 students in the Junior School, which shares the same outstanding site as the Senior School. Its Sixth Form is one of the largest in the independent sector, with more than 340 students.

While RGS prides itself on academic excellence, the school is also known for its emphasis on a holistic education. The school's 'There's More to Life' approach informs its holistic education, which is central to students' success, health and happiness.

RGS is based in the heart of Newcastle, immediately opposite Jesmond Metro station. The school occupies over 30 acres of land and has state-of-the-art facilities, including five brand new art studios, a new library, a modern Sixth Form Centre, a 25m swimming pool, two Sports Halls, a Performing Arts Centre, outdoor football/rugby pitches at Mooracres, an artificial turf pitch for hockey and the former County Cricket Ground.

MAIN DUTIES AND RESPONSIBILITIES

Reporting to the Director of External Relations, the External Relations Administrator's responsibilities will include but are not limited to:

PRINCIPLE DUTIES

External Relations

Respond to incoming telephone/email/written enquiries on behalf of the External Relations Team. Manage the processing of data on the Raiser's Edge database, including the input of new donations. Thank donations and implement donor recognition opportunities. Handle responses to mailings, including updating data and following un-returned mail. Support a number of annual fundraising appeals, including mailings and the donated deposit scheme. Submit termly gift aid claims. Manage merchandise stock, including fulfilling orders and sourcing and ordering new stock. Support Threadaware activities. Support parent fundraising or social activities, such as the Junior School Parents' Group. Coordinate Raiser's Edge data alongside other systems, for example the school's iSAMs database and records held on leavers' destinations and undertake a monthly reconciliation with finance. Undertake research as directed, including identifying and contacting Old Novocastrians and researching potential trust and corporate supporters. Coordinate the administration of guest speakers, including ensuring that rooms are booked, students are aware and that speakers are briefed and thanked. Support the administration and planning of key events, including sending invitations and coordinating responses to events. Prepare for and greet key guests, including from time to time taking Old Novocastrians or parents on tours of the school. Prepare performance reports, including monthly income and expenditure and other KPIs. Other specified and reasonable External Relations tasks as may be required from time to time.

Marketing and Communications

Support the Marketing and Communications Manager with website updates. Support the Marketing and Communications Manager with updating the school's main social media channels, ensuring that content is accurate, relevant and up to date. Assist with the coordination of the school's electronic newsletters. Assist with management of the school's image library, working with all departments to ensure photographs are labelled correctly. Support the production of marketing materials, publications, booklets, flyers, posters and digital adverts. Other specified and reasonable marketing and communication tasks as may be required from time to time.

Admissions

At peak times, provide administrative support to the Marketing and Admissions Lead with marketing activities and events related to the admissions process.

QUALIFICATIONS/TRAINING/KNOWLEDGE/SKILLS

All essential unless otherwise stated.

Excellent computer literacy, including essential understanding of Microsoft Office programmes including Outlook, Word, Excel and PowerPoint and desirable experience in the use website content management systems and contacts databased (for example Raiser's Edge or ISAMs) Energy and willingness to work in a busy and vibrant team and the flexibility to adapt to new opportunities. Self-motivated and able to work both with minimal supervision and as a member of a team. An ability to prioritise and work to deadlines, working quickly and accurately. An ability to receive, process and convey information concisely and accurately. A creative thinker, with enthusiasm to suggest new ideas. Good communication skills, both written and verbally. Excellent interpersonal skills and an ability to establish rapport quickly and professionally. An understanding of the need for sensitivity and confidentiality in dealing with personal data. An understanding of the need to adhere to policies and procedures, some of which are legal requirements. A commitment to the independent sector in education. An understanding of the wider issues and responsibilities associated with working among young people in an educational environment.

MAIN TERMS AND CONDITIONS

The post will report to the Director of External Relations and sit within the School Operational Team. This is a fixed term appointment with the school expected to start on 1st September 2025 (pending completion of the successful candidate's pre-employment checks). The contract is expected to end on 10th July 2026. The working hours will be part time, 30 hours per week, all year round. Days of work can be agreed with the successful candidate, but it is expected that the pattern will be 4 days of 7.5 hours. The successful candidate will be entitled to a 30-minute break if working over 6 hours. The successful candidate will be employed on an all-year-round contract which includes attendance on all staff days and training days throughout the year. The successful candidate will also be expected to work the mandatory safeguarding training day in September each year, which is compulsory for all staff. The successful candidate may also be required to work limited special events in school (e.g. RGS Day) with advance notice being given by the school. The salary will be c.26k gross per annum (full time equivalent), c.21k gross per annum for 30 hours per week. The salary for the fixed term period is c.18k. RGS staff salaries are reviewed on 1st August each year. The school offers a generous annual leave entitlement of 31 days plus Bank Holidays for all year-round support staff. Holiday entitlement will be pro rata based on hours worked. The employee will be required to comply with a range of RGS policies, in particular, those regarding Data protection, use of ICT facilities, Child Protection, Staff Code and Health and Safety, a copy of which will be made available.

A range of excellent benefits available- please see our full job information pack for details.

HOW TO APPLY

Candidates are advised to read the 'Information for Applicants' with particular care before applying.

Enquiries about this post should be made in the first instance to Mrs Susan Beck (Director of External Relations). For an informal chat about the post, contact Susan Beck on 0191 281 5711.

Please visit www.rgs.newcastle.sch.uk/join-us/work-with-us to access our application form and further information for applicants.

To apply for this post please submit the following to jobs@rgs.newcastle.sch.uk by the closing date.

1. A covering letter and

2. A fully completed RGS application form

.

Note: You must complete the application form, even if you want to also attach a CV.

The closing date for this role is 9.00am Monday 28th July 2025.

Safeguarding and Safer Recruitment

RGS is committed to the safeguarding of children and promoting the welfare of children and young people and expects all staff, volunteers and those working in school to share this commitment. The school applies the Government's Keeping Children Safe in Education Safer Recruitment procedures to all candidates including appropriate pre-interview checks on shortlisted candidates and pre-employment checks pending any offer. More information regarding the checks can be found in our Information for Applicants here, and 'Keeping Children Safe in Education' (September 2024)

Job Types: Part-time, Fixed term contract
Contract length: 11 months

Pay: Up to 26,000.00 per year

Expected hours: 30 per week

Benefits:

Canteen Company events Company pension Cycle to work scheme Discounted or free food Enhanced maternity leave Free flu jabs Health & wellbeing programme On-site gym Sick pay
Schedule:

Day shift Monday to Friday
Work Location: In person

Application deadline: 28/07/2025
Expected start date: 08/09/2025