Business Support Administrator in Ealing

The Business Support Administrator plays an important role in supporting the smooth and effective day‑to‑day running of the school through the delivery of high‑quality administrative, organisational and front‑of‑house support. As part of the Business Support function, the postholder will help ensure that school processes are well coordinated, efficient and professionally managed, while maintaining confidentiality and providing a welcoming and responsive service to pupils, parents, staff and visitors.

With a strong focus on service and organisation, they will support a wide range of administrative activity including reception duties, communications, record keeping, photocopying, event coordination and operational processes. They will contribute to a positive and well‑run school environment by ensuring that information is handled accurately, enquiries are dealt with professionally and school procedures are supported consistently and effectively.

As part of a collaborative wider team, this role may also support pupil welfare, trips, events and other school activities as required, helping to ensure a safe, organised and inclusive experience for the whole school community.

• Support the smooth and effective day‑to‑day running of the school through the delivery of high‑quality administrative, organisational and front‑of‑house support.
• Provide a professional, welcoming and responsive service to pupils, parents, staff and visitors, ensuring enquiries and processes are handled efficiently and appropriately.
• Contribute to a well‑organised school environment by supporting administrative systems, communications, record keeping and operational activity with accuracy, discretion and attention to detail.

• Provide general administrative support for Deputy Heads as directed including diary management, data entry, filing, photocopying, and document preparation for Deputy Heads and Core SLT.
• Provide lettings administration if required.
• Process orders in accordance with the GDST guidance.
• Ensure all purchasing requests are accurately documented and appropriately authorised.
• Monitor and respond to emails, ensuring timely communication and forwarding to relevant staff.
• Organise and track forms and documentation from parents.
• Handle incoming and outgoing post and maintain office supplies.

• Welcome visitors, parents, and pupils in a professional and friendly manner.
• Manage visitor sign‑in procedures and ensure safeguarding and health and safety protocols are followed.
• Answer and direct incoming phone calls in a courteous and professional manner, ensuring queries are handled efficiently or redirected to the appropriate department or individual.
• Maintain a tidy and organised reception area.

• When delegated, organise school events, meetings, transport, and trips, including room bookings, refreshments, and equipment setup.
• Support the coordination of risk assessments and communication with external providers where required.

• Support the induction of new pupils and assist with pupil supervision during break times or transitions if required.
• Provide administrative support to teaching and support staff‑particularly HR‑as needed.
• Assist in classrooms or accompany pupils on off‑site visits under staff supervision, if required.
• Maintain the attendance register as directed and act as a first point of contact for attendance‑related queries from parents and staff, ensuring concerns are handled sensitively and escalated where appropriate.
• Provide first‑line pastoral support to pupils as required, liaising with the Deputy Head – Pastoral, the School Nurse and other colleagues to ensure appropriate communication and follow‑up.
• Support the administration of pastoral records, documentation and communications, ensuring information is handled sensitively, accurately and in line with data protection requirements.

• Assist with the care of pupils who are unwell or distressed, including administering first aid if qualified.
• Maintain medical records and communication with parents regarding health matters.

• Support internal and external communications, including newsletters, notices, and promotional materials.
• Provide information and guidance to staff, pupils, and visitors on school procedures and events.

• Ensure all administrative processes comply with school policies and procedures, including those relating to safeguarding, data protection, confidentiality, health and safety, and information security.
• Maintain confidentiality and professionalism in all aspects of the role.

• Work with the Trust Office and colleagues across schools to support consistent administrative practice and share effective ways of working where required.
• Provide flexible support across the wider Business Support function as needed, in line with the level and nature of the role.

All GDST Staff are expected to put the safety and wellbeing of pupils at the heart of everything they do. Work in line with GDST and school policies and procedures at all times, including those relating to safeguarding, staff conduct, health and safety, equality, diversity and inclusion, confidentiality, data protection and information security. Demonstrate professionalism in conduct, attendance and relationships with colleagues and external contacts. Take responsibility for their own professional development, including engagement with training, learning and performance review. Contribute to a positive, inclusive and solutions‑focused working environment. Engage with the wider school community in a way that supports inclusion, collaboration and shared purpose.

This job description is intended to provide an overview of the main responsibilities of the role. It is not exhaustive, and the postholder may be required to undertake other reasonable duties commensurate with the level and nature of the post, as directed by their line manager.

The Business Support Administrator role supervises the School reception which is open between 7.30am and 6pm. To ensure all day cover by the Business Support Team various 8 hour shifts (including breaks) are available within this period. School opening hours, and therefore shift times, would differ during the school holidays.

This post is subject to an enhanced DBS check. We are an equal opportunity employer and welcome applications from all qualified individuals. To be eligible for employment, candidates must provide proof of their right to work in the UK. NHEHS is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the DBS. Applications will be considered only from candidates who are eligible to work in the UK. The GDST is committed to diversity, inclusion and real change: a family where every individual is valued, respected and included.