- Job title: Sixth Form Administrator
- Job Type: Permanent, Term Time Only plus 4 weeks, Monday to Friday (8am-4:30pm) with 30 mins unpaid lunch
- Salary: £28000-£30,000 per annum (£31,892-£34,170 if full pension flex benefit is utilised)
- Department: Senior School Office
- Reporting to: Senior School Office Manager
- Location: Highgate Senior School
- Start: September 2025
- Closing Date: 2 September 2025 at 12:00 pm
Apply here Back to all jobs
We are seeking a highly organised and approachable individual to join Highgate's Senior School Office as the Sixth Form Administrator.
This key role supports the smooth day-to-day running of the Sixth Form (Years 12 and 13) by providing high-quality administrative assistance to the Heads of Sixth Form, teachers, and support staff. Responsibilities include managing attendance, coordinating meetings and events, maintaining accurate pupil records, supporting sanctions and rewards systems, and liaising regularly with parents, pupils, and staff. The ideal candidate will be calm under pressure, possess excellent communication and IT skills, and thrive in a dynamic, service-focused environment.
THE DEPARTMENTThe Senior School Office at Highgate plays a vital role in supporting the Senior Team, teaching staff, and academic departments, while also serving as a key point of contact for parents and carers, pupils, staff, Governors, and members of the public. The role also includes supporting key Sixth Form events. As the first port of call for many enquiries, the office sets the tone for the school's customer service. A professional, approachable, calm, and helpful manner is always essential.
"I really enjoy working in an environment which is focused on education and wellbeing. And the kids are great!"
- New member of support staff
Job Description
This position provides high quality administrative support with primary focus on the Sixth Form, with key responsibilities including Registration, Rewards/Sanctions and General administration as required.
THE ROLE SUPPORTS- 2 Heads of Sixth Form: Pastoral and Academic
- Head of Departments (ad hoc)
- Office Manager and Assistant Office Manager (ad hoc)
- Careers and Employability Specialist and the UCAS Advisor (ad hoc)
MAIN RESPONSIBILITIES - Sixth Form Registration: P1 and P5 daily. Checking SPC pupils are accounted for.
- Parent Communication: Contact parents re absences, meetings and general queries
- Sanctions (see below)
- Reporting and Projects: Produce ad-hoc reports and support Sixth Form data reporting
- Meeting Co-ordination: Organising Sixth Form Council and Tutor meetings each half term.
- Attend weekly Sixth Form team meetings with Head of Sixth Form Academic and Pastoral
- Calendar Management: Input Sixth Form events into the school calendar
- SchoolPost Management: Send departmental communications.
- Coordinate and monitor Y12 Academic Extension
- Events: Assist with Sixth Form events inc Academic Forums, Employability Days etc
- Book Returns and related processes.
- Graduation (see below)
- Alumni support (see below)
- Manage incoming telephone calls and messages, handle general enquiries, prioritise and re-direct appropriately. Update pupil and parent records using SIMS and pupil record maintenance.
- Assist with general office mailings including reports and blue books.
SANCTIONS- Administer weekly sanctions including: i) Supervised Study ii) Head of House Lates iii) HoH Detentions. These tasks include generating session reports, sending SchoolPost notifications to parents, updating HoH and tutors and displaying weekly updates in the Common Room.
- Monitor and update all records, transferrals and upgrades, following up with staff as needed to ensure completion.
GRADUATION - Proofread, print and distribute graduation certificates for HoH.
- Manage Yearbook payments and sell surplus copies at the ceremony.
- Coordinate assembly logistics including hiring chairs; ordering personalised gifts and gift bag distribution for c200 pupils.
- Liaise with Estates, MSC, and Porters on ceremony logistics.
- Support HSPA with graduation party planning.
- Arrange collection/delivery of gift packs for pupils unable to attend.
ALUMNI- Coordinate annual valedictory reports: personalise, print, and post.
- Verify graduate references and work experience details as needed.
- Confirm exam subjects, results, and entry/leaving dates upon request.
FIRST AID- Complete relevant training to qualify as a School First Aider
- Direct unwell pupils to see the Medical or Wellbeing Team.
- Liaise with the School Nurse regarding pupil medical emergencies
COVER- Provide cover for other School Administrators during sickness, holidays and other absences
- Support Reception duties during breaks, lunchtimes or as needed
- Provide administrative cover across departments when required
- Undertake additional duties with the scope of the role as reasonably requested.
These duties and responsibilities are intended as a guide. They are not exhaustive: the Sixth Form Administrator will be expected to undertake any reasonable task or responsibility as required by the Senior School Office Manager.Person Specification
- Criteria
- How will these be tested or verified?
- Qualifications and Experience
- Essential:
- Educated to A level or equivalent.
- At least 2 years continual experience of secretarial or administrative duties.
Desirable:
- Experience of working in the education sector
- Knowledge/Skills
- Essential:
- A high level of computer literacy, working with Microsoft Office 2010 and being proficient and accurate in word processing, mail merge and spreadsheet programs, particularly Microsoft Word and Excel
- Attention to detail.
- Excellent interpersonal skills and the ability to communicate effectively with pupils, parents, staff and the wider School community. This requires an open, friendly approach together with a good telephone manner.
- The ability to remain calm and composed under pressure.
- Problem solving skills and the ability to apply diplomacy and tact when appropriate.
- The ability to prioritise tasks and to be able to show initiative in dealing with day-to-day situations.
- The ability to maintain in strictest confidence any information received concerning School matters.
Desirable:
- Knowledge of child protection and safeguarding policies
- Personal Attributes
- Essential:
- Patience, flexibility and a sense of humour
- A willingness to undertake training in order to acquire a mastery of appropriate IT skills
- Ability to work well as a member of a team
- The ability to remain diplomatic and composed under pressure
- Ability to understand and adapt to the culture of an independent day school
- An exemplary attendance record in her/his past and present employment.
BenefitsLocation | Highgate Village, adjacent to Hampstead Heath, with quaint shops and easy connections across London.
Pension | AVIVA workplace pension scheme offered with a generous 26% employer contribution, with the ability to flex up to 16% of this as additional non-pensionable salary, employees contribute a minimum of 5%.
Personal development | Comprehensive induction support for new staff. Focus on continued professional development for all employees.
Leisure facilities | Free access, at stipulated times, to our sports facilities, including a fitness suite and swimming pool (recently refurbished).
Lunch | A complimentary lunch.
Help with sustainable travel | Access to the Cycle to Work Scheme and a Season Ticket Loan scheme for public transport.
Family-friendly policies | Highgate appreciates that employees sometimes have family commitments so we try to be as supportive as possible, for example with enhanced maternity pay (8 weeks' full pay, then 10 weeks' half pay) and paid dependant leave.
Working at HighgateA culture of community, kindness and belongingHighgate is a caring, open-minded community, where we promote kindness, empathy and friendship. Everyone who works and studies with us deserves to feel they are part of a welcoming environment that enables them to be themselves and to thrive as individuals.
Our community extends beyond the school, through partnerships, charity work and our commitment to equality, inclusion and sustainability. All members of our school community are encouraged to look outwards and play an active role.
Following a visit from the Independent Schools Inspectorate (ISI) in September 2024 to assess Highgate's regulatory compliance and school standards, we are pleased to share the inspection findings, which reports compliance in all five areas and a 'significant strength' in our teaching expertise.
Staff wellbeingHighgate is committed to staff wellbeing, which we promote by encouraging a strong work-life balance; trying our best to support flexible working requests; providing a nutritious complimentary lunch in the dining hall; and offering access to sporting facilities including our recently renovated swimming pool.
The Staff Wellbeing Committee, with representatives across the School, meets regularly to drive forward initiatives, and a selection of staff have been trained as Mental-Health First Aiders.
We encourage an open culture throughout our school, with regular staff surveys, action committees and opportunities to feedback. We strive for continual learning and improvement, and staff training and development is paramount. There are opportunities to participate in the wider life of our school, such as taking part in trips or societies and getting involved in partnership projects.
More details about working at Highgate can be found here:
Work with us Aims + Ethos
'A fun, collaborative and forward-thinking environment with a real sense of community'
- Philippa Studd, Junior School Principal
Charitable work and sustainabilityAs an independent school, we want to use our position as a charity effectively: to make high-quality education accessible to as many children as possible - through our bursary programme at Highgate and through our work with local state schools. We have partnerships with over 60 state schools across 7 London boroughs, and we are the principal educational sponsor for London Academy of Excellence, Tottenham - an academically-selective state sixth form in a community where such opportunities are lacking.
Alongside this, our staff and pupils undertake charitable activities throughout the year. These range from staff giving up their time to neighbourhood schools and charitable organisations, focused fundraising campaigns, to pupils undertaking community work in the local area or further afield.
As a school, we have a central role to play in educating our pupils, staff and parents about the importance of environmental sustainability. We are taking positive action to adapt our operational performance to tackle the negative effects of climate change. We encourage all our staff to reflect upon their personal and professional practices, to support our environmental agenda and to make positive changes wherever possible.
Application procedure- Closing Date: 2nd September 2025
- First Interview: w/c 1st September 2025
- Second Interview: w/c 8th September 2025
Contact: Recruitment Team are happy to answer any questions about this post.
Early Application: Applications will be considered 'as and when' received and we may close the vacancy if we appoint before the closing date.
Apply here
Inclusion We know that more diverse teams are stronger teams, and that the more inclusive we are, the more our staff and pupils will feel a sense of belonging and will thrive. To enable us to make reasonable adjustments, please let us know of any disabilities (including neuro-divergence) when you submit your application.
SafeguardingAs this role will have regular unsupervised contact with children you must, if appointed, comply with Highgate's Safeguarding Policy and Staff Code of Conduct. If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety and welfare of our pupils, these concerns must be reported immediately in accordance with the Safeguarding Policy. If whilst in the post, Highgate becomes aware of any safeguarding concerns to staff, pupils or the community; these will need to be followed up in line with the safeguarding policy and code of conduct which is underpinned by KCSE and other legislation. These concerns may need to be shared with other agencies. A copy of these policies will accompany all offers of employment. Training will also be provided to all staff to support Safeguarding practice.
Please read before you applyHighgate is committed to the safeguarding and welfare of children and applicants must be willing to undergo child protection screening appropriate to this post, including checks with past employers, the Disclosure and Barring Service and overseas police check if necessary. Candidates from overseas must provide information about their past conduct, for example, by providing documents issued by overseas teaching authorities. DBS Privacy Policies
Please note that this role is 'exempt' from the Rehabilitation of Offenders Act 1974 and therefore, you are required to declare any convictions, cautions, reprimands and final warnings that are not 'protected' (i.e. filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013). Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview. DBS Code of Practice
In accordance with the latest guidance from KCSIE, we shall be conducting online searches on any candidates who are shortlisted.