Academic & Pastoral Administrator in Winchester

Academic & Pastoral Administrator

Join Winchester College as an Academic & Pastoral Administrator, providing comprehensive administrative, compliance and coordination support for key academic and pastoral functions.

The Role

Reporting to the Second Master and supporting the Dean Academic & Strategy and the Designated Safeguarding Lead (DSL), the Administrator is accountable for high‑level support, management of key academic and staff processes and compliance for international pupil welfare.

Responsibilities

Administrative and Academic Support

• Office Management: Provide comprehensive administrative and secretarial support for academic and pastoral operations, maintaining a welcoming and professional office environment.
• Staff Development: Manage the Continuing Professional Development (CPD) programme, including scheduling, speaker liaison and meticulous attendance records.
• Training Administration: Administer QTS, ISTIP and ITT programmes, ensuring full compliance with relevant regulations and maintaining accurate records.
• Performance Support: Support staff probation and appraisal processes, including scheduling meetings and essential record keeping.
• Pupil Resources: Coordinate the Study Skills Programme, preparing and distributing necessary pupil resources.
• Event Coordination: Assist with the planning and delivery of key school events such as Parents’ Evenings, Parent Seminars, Studium and Community Weekends.
• Calendar Management: Maintain and update academic calendars, ensuring key events are accurately reflected in central systems (e.g., SOCS/iSAMS).
• General Administration: Provide essential office support, including document preparation, proofreading, handling routine correspondence and managing telephone and email enquiries professionally.
• Data Accuracy: Maintain and update accurate records on iSAMS, including parent, pupil and guardian contact details.

International Pupils Coordination

• Visa Compliance: Administer and monitor visa compliance for international pupils, ensuring all UKVI requirements are rigorously met.
• Record Keeping: Maintain accurate and up‑to‑date visa and attendance records, reporting any changes in pupil status to relevant parties.
• Welfare Liaison: Liaise with Admissions, Boarding and Pastoral teams to ensure smooth information flow and continuity of care, supporting the DSL in overseeing safeguarding and welfare specific to international pupils.
• Audit Preparation: Prepare documentation and data reports for internal audits and UKVI inspections.
• Communication: Communicate with parents, guardians and agents regarding visa and compliance matters.
• Legislative Awareness: Keep informed of legislative updates relating to immigration and safeguarding in international education.
• Guardian Records: Maintain an accurate record of all registered UK Guardians.

About You

• IT Proficiency: Highly proficient in Microsoft Office (Word, Excel, Outlook, Teams, etc.). Familiarity with iSAMS, SOCS and Evolve is desirable.
• Communication: Excellent written and verbal communication skills, with the ability to manage effective communication across staff, pupils and parents.
• Organisational Skills: Proven organisational and administrative skills, with strong attention to detail and accuracy.
• Workload Management: Ability to manage multiple priorities, meet deadlines and work independently.
• Interpersonal Skills: Excellent interpersonal skills and professional discretion.
• Qualifications: Minimum 5 GCSEs (A-C) including English and Maths. A Levels or a Degree qualification are desirable.
• Personal Attributes: Personable, approachable, professional in manner, trustworthy with sensitive information, and a collaborative team player.
• Flexibility: Willingness to work flexibly during peak periods and support the wider life of the school.
• Knowledge (Desirable): Experience in an educational environment, knowledge of UKVI visa regulations, understanding of safeguarding in schools, or experience with Power Automate/similar systems.

What We Offer

• Start Date: As soon as possible but a flexible start date is available for the right candidate.
• Hours of Work: This is a full-time role (52 weeks of the year), working an average of 37.5 hours per week. Flexibility is essential, as working hours will periodically be higher or lower according to seasonal demands. Term time core hours are 09.00–17.00, Monday to Friday.
• Salary: Competitive salary, commensurate with qualifications and experience, paid monthly in 12 equal instalments.

HOW TO APPLY

Only applications completed on the school website will be accepted. Please attach a full CV with your application.

Please note that applications will be dealt with as they arrive. Winchester College reserves the right to appoint before the deadline passes.

Closing date for applications: Midnight Wednesday 29th October 2025

For the full job description and to apply please see here

If you have any questions about this vacancy or the recruitment process, please email recruitment@wincoll.ac.uk.

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative

Industries

• Higher Education, Education and Education Administration Programs