Personal Assistant to the Head of Primary School

Workplace Circumstances

• Environment: Educational (schools / universities etc.)
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

Department: Early Years and Primary / Administration

Reporting to: Head of Primary School

Role Purpose

To provide high-quality, proactive and confidential administrative support to the Head of Primary across Early Years and Primary.

The Personal Assistant supports the effective day-to-day leadership and organisation of the Primary School by managing communication, coordinating meetings and priorities, maintaining accurate records, following up agreed actions and liaising effectively with staff, families and other school departments.

The postholder is expected to work with initiative, discretion and sound professional judgement while recognising that educational, safeguarding, staffing and leadership decisions remain the responsibility of the Head of Primary and designated school leaders.

Duties & Responsibilities

• Executive and Administrative Support to the Head of Primary
• Manage the Head of Primary's calendar, appointments, meetings and incoming correspondence, prioritising requests, resolving clashes and protecting appropriate preparation time.
• Maintain a clear overview of priorities, deadlines and agreed actions; proactively follow up outstanding matters and alert the Head of Primary to delays, emerging issues or matters requiring decision or escalation.
• Prepare, draft and proofread correspondence, reports, notices, briefing papers, background information and other documentation on behalf of the Head of Primary when requested.
• Communication and Stakeholder Liaison
• Act as a professional first point of contact for staff, parents, visitors and colleagues seeking communication with the Head of Primary, ensuring urgent or sensitive matters are brought promptly to the Head of Primary's attention.
• Facilitate effective communication with Early Years and Primary staff, senior leaders and, as directed by the Head of Primary, liaise with relevant departments including Admissions, Parent Liaison, HR, Finance, Operations, Facilities, IT and Catering.
• Coordinate parent communication and meetings, including translation or additional support where required, and promptly escalate complaints, concerns or other sensitive matters requiring leadership attention to the Head of Primary.
• Meetings, Actions and Leadership Follow-up
• Arrange meetings for the Head of Primary, coordinate attendance and ensure relevant papers, information and preparation materials are available in advance.
• When required, take accurate notes or minutes, record and circulate agreed actions, and maintain clear action records.
• Follow up agreed actions with the responsible staff or departments and keep the Head of Primary informed of progress, missed deadlines and matters requiring intervention.
• Primary and Early Years Operational Coordination
• Maintain accurate and current working information relating to students, classes, staff and schedules, and support the preparation and maintenance of timetables, staff schedules, duty rotas, calendars and rooming arrangements.
• Provide administrative support relating to student admissions, assessments, transitions and enrolment where requested, while recognising that educational and academic admissions decisions remain with designated school leaders.
• Track operational requests raised by the Head of Primary - including facilities, maintenance, IT, classroom resources, equipment and campus matters - with the responsible departments, and provide administrative coordination for key Primary and Early Years events and activities.
• Records, Information Management and Confidentiality
• Maintain clear, accurate, organised and secure electronic and paper records for correspondence, meetings, operational matters and other Head of Primary documentation.
• Apply appropriate document control, including accurate naming, filing and version management, and use approved school systems and communication channels appropriately.
• Handle information relating to students, families, staff and school operations with the highest level of discretion and in accordance with the School's confidentiality and data-protection requirements.
• Safeguarding, Professional Conduct and Delegated Authority
• Follow the School's safeguarding and child-protection procedures at all times; any safeguarding concern received must be reported immediately to the DSL or DDSL in accordance with School procedures.
• Exercise initiative, discretion and sound professional judgement within the delegated authority of the PA role, maintaining clear professional boundaries and referring matters requiring educational, safeguarding, staffing or leadership decisions to the Head of Primary or another designated school leader.
• Maintain high standards of professionalism, accuracy, responsiveness and courtesy, and undertake other reasonable administrative duties consistent with the nature and level of the role, as directed by the Head of Primary.

Languages

• Khmer - Fluent
• English - Fluent

Qualifications

• Bachelor's Degree

General & Technical Skills

• Fluency in spoken Khmer, English and Mandarin is essential.

Soft Skills

• The postholder will demonstrate discretion, reliability, initiative and sound professional judgement; communicate respectfully; manage competing priorities accurately and efficiently; work collaboratively and flexibly; use approved school systems and communication channels; and uphold safeguarding, confidentiality, data protection, professional boundaries and students' safety, wellbeing and best interests.