The EA is responsible for providing full organizational and administrative support to the Head of School and assisting in ensuring the smooth running of the Head of School Office. The EA is responsible for ensuring that the Head's time and efficiency is maximised and acts as a liaison between the Head and faculty, staff, trustees and alumni and all external constituencies. As EA to the Board of Trustees, the EA supports board leadership, facilitates communications among and with trustees, attends Board meetings and takes minutes, and organizes the board calendar and relevant trustee events. The EA generally supports the board to maximise efficient and positive board functioning. Summary of Major Responsibilities for the Office of Head of School: Establish the importance, priority and urgency of matters and ensure that the Head is in possession of all relevant background information and documentation in a timely manner Schedule and coordinate appointments with faculty, staff, students, parents, trustees, alumni and external constituencies to maximise the Head's time, availability and efficiency Respond directly to (and deputise where appropriate) relevant communication and correspondence, composing selected responses on behalf of the Head, or direct the enquiry to an appropriate alternative Prepare annual documents for submission to various government and educational organisations and manage school membership Draft, edit, and proofread correspondence, reports, presentations, and communications on behalf of the Head Prepare materials and background information for meetings, events, and presentations Act as a key liaison between the Head of School and the Senior Leadership Team, collaborating closely to coordinate meetings and ensure smooth communication and planning Communicate with consultants, speakers, dignitaries, job candidates and friends of the School as required; arrange travel arrangements and schedule programs Process expenses and monitor the budget for the Head of School Office. Maintain clear, accurate and accessible records for full compliance with all regulatory requirements Organize some school-wide functions and retreats including administrative retreats and special events Prepare weekly and annual meetings for the senior administration meetings including room bookings, catering requests and media requirements Organise Head's travel arrangements on occasion Liaise with ISST8 School EAs/PAs and attend online and in-person meetings and training sessions, including European travel when required Maintain confidentiality in handling sensitive information and personnel matters. Summary of Major Responsibilities for the Board of Trustees : Prepare the annual monthly and committee meeting calendars for the Board, including room bookings, catering requests and media requirements, ensuring all relevant documents are collated and the information posted in a timely manner on the designated trustee website. Manage the Board web portal and ensure regular and frequent updating including all relevant board documents, the board member directory, board committee responsibilities and descriptions and maintenance of all archives. Record all Board meetings with minutes (including Board committee meetings) and process Board resolutions, trustee and committee appointments, policy and other decisions circulate appropriate documentation and school communication to trustees. Assist with and provide organizational and communication support for events relating to Trustee Visiting day, new board member orientation, trustee offsites and other relevant trustee events as may arise from time to time. Organize gifts for retiring trustees. Comply with the relevant UK Charity Commission regulations pertaining to maintenance of the Public Register to include Changes in Directors and any other important or desired communications and generally to ensure that the Board and all its members are in full compliance with all applicable regulations. Facilitate extraordinary meetings of the Board when required including setting up teleconferencing or any other relevant communications and compile all the relevant notices, minutes and materials. Drive and manage any Board projects, in collaboration with the Board leadership, to ensure smooth and efficient processes and procedures such as policy reviews and documentation management. Track Board member terms, committee assignments, and compliance with governance requirements. Support new trustee orientation and ongoing trustee communications. Ensure compliance with confidentiality and governance best practices. Perform any other duties as are within the scope, spirit and purpose of the job as requested by the Head of School or the Chair of the Board of Trustees Essential qualifications/experience: Substantive experience as PA/EA at the director level Strong communication skills, written and oral Strong interpersonal skills, in particular, diplomacy, warmth, discretion and flexibility Strong organisational, communication and technology skills, including proficiency in Google Workspace Ability to work unsupervised and under pressure Willingness to work flexible hours Experience in organizing medium-scale events at external venues
Dec 16, 2025
Full time
The EA is responsible for providing full organizational and administrative support to the Head of School and assisting in ensuring the smooth running of the Head of School Office. The EA is responsible for ensuring that the Head's time and efficiency is maximised and acts as a liaison between the Head and faculty, staff, trustees and alumni and all external constituencies. As EA to the Board of Trustees, the EA supports board leadership, facilitates communications among and with trustees, attends Board meetings and takes minutes, and organizes the board calendar and relevant trustee events. The EA generally supports the board to maximise efficient and positive board functioning. Summary of Major Responsibilities for the Office of Head of School: Establish the importance, priority and urgency of matters and ensure that the Head is in possession of all relevant background information and documentation in a timely manner Schedule and coordinate appointments with faculty, staff, students, parents, trustees, alumni and external constituencies to maximise the Head's time, availability and efficiency Respond directly to (and deputise where appropriate) relevant communication and correspondence, composing selected responses on behalf of the Head, or direct the enquiry to an appropriate alternative Prepare annual documents for submission to various government and educational organisations and manage school membership Draft, edit, and proofread correspondence, reports, presentations, and communications on behalf of the Head Prepare materials and background information for meetings, events, and presentations Act as a key liaison between the Head of School and the Senior Leadership Team, collaborating closely to coordinate meetings and ensure smooth communication and planning Communicate with consultants, speakers, dignitaries, job candidates and friends of the School as required; arrange travel arrangements and schedule programs Process expenses and monitor the budget for the Head of School Office. Maintain clear, accurate and accessible records for full compliance with all regulatory requirements Organize some school-wide functions and retreats including administrative retreats and special events Prepare weekly and annual meetings for the senior administration meetings including room bookings, catering requests and media requirements Organise Head's travel arrangements on occasion Liaise with ISST8 School EAs/PAs and attend online and in-person meetings and training sessions, including European travel when required Maintain confidentiality in handling sensitive information and personnel matters. Summary of Major Responsibilities for the Board of Trustees : Prepare the annual monthly and committee meeting calendars for the Board, including room bookings, catering requests and media requirements, ensuring all relevant documents are collated and the information posted in a timely manner on the designated trustee website. Manage the Board web portal and ensure regular and frequent updating including all relevant board documents, the board member directory, board committee responsibilities and descriptions and maintenance of all archives. Record all Board meetings with minutes (including Board committee meetings) and process Board resolutions, trustee and committee appointments, policy and other decisions circulate appropriate documentation and school communication to trustees. Assist with and provide organizational and communication support for events relating to Trustee Visiting day, new board member orientation, trustee offsites and other relevant trustee events as may arise from time to time. Organize gifts for retiring trustees. Comply with the relevant UK Charity Commission regulations pertaining to maintenance of the Public Register to include Changes in Directors and any other important or desired communications and generally to ensure that the Board and all its members are in full compliance with all applicable regulations. Facilitate extraordinary meetings of the Board when required including setting up teleconferencing or any other relevant communications and compile all the relevant notices, minutes and materials. Drive and manage any Board projects, in collaboration with the Board leadership, to ensure smooth and efficient processes and procedures such as policy reviews and documentation management. Track Board member terms, committee assignments, and compliance with governance requirements. Support new trustee orientation and ongoing trustee communications. Ensure compliance with confidentiality and governance best practices. Perform any other duties as are within the scope, spirit and purpose of the job as requested by the Head of School or the Chair of the Board of Trustees Essential qualifications/experience: Substantive experience as PA/EA at the director level Strong communication skills, written and oral Strong interpersonal skills, in particular, diplomacy, warmth, discretion and flexibility Strong organisational, communication and technology skills, including proficiency in Google Workspace Ability to work unsupervised and under pressure Willingness to work flexible hours Experience in organizing medium-scale events at external venues
Library Administrative Assistant (Circulation) Reporting to: Head Librarian / Director of Technology Working Period: ASL term time (August-June), 10 months per school year Hours: Full-time Start: April 2026 Overall purpose: The ASL libraries serve as a vital hub of curricular and extracurricular activity. The libraries are regarded by all members of the community as a classroom, a resource center, and a place to go for work as well as pleasure. The role-holder is a core member of the school's TILM (technology, information literacy, and media) team. They assist the school's Librarians/TILM Co-teachers in the Mellon and Lower School (LS) Libraries in the full utilization of services, materials, and resources offered to students, faculty, and staff with a focus on circulation . They also provide behind-the-scenes and direct person-to-person support to patrons. Summary of Major Responsibilities Circulation and Administrative Duties: Assist in the management, organization, and supervision of the library circulation system (Destiny) for Mellon and the Lower School Maintain coverage of the circulation desk for services in the Mellon and Lower School libraries and provide relief supervision to accommodate LS Librarian/TILM Co-teaching schedules as needed Oversee the accurate maintenance of patron records Manage the accounting system for lost book payments and refunds Manage overdue materials via email or through other communication means Process holds in the Mellon and the Lower School libraries Shelve, straighten, and shelf-read the collection Examine returned materials for obvious damage, assessing fines where necessary Assist patrons in locating materials, using the online catalog (OPAC), and accessing online resources Work with TILM librarians/co-teachers to maintain a current collection by discarding outdated and worn materials or cleaning, mending, or replacing as necessary Conduct a yearly inventory of library materials in both the Mellon and Lower School Libraries; resolve problems and discrepancies arising from this Assist the TILM librarians/co-teachers in the daily operation of the library Perform a variety of library-focused and computer-related tasks as assigned Assist the librarians in maintaining updated book and resource lists with new acquisitions Provide a welcoming and culturally responsive atmosphere for patrons in the libraries and assist them in the selection of materials Promote reading as both a personal and academic pursuit Coordinate the parent volunteer program for the Mellon Library Assist with creating displays and bulletin boards in and around the libraries Assist the Head Librarian with the preparation of periodic statistical and library reports Help maintain an orderly environment conducive to learning, addressing student behavioral issues where necessary Attend library-related meetings, workshops, and in-service programs when required Any other duties as are within the scope, spirit, and purpose of the job as requested by the supervisor Essential qualifications/experience: A demonstrable awareness of and commitment to diversity and inclusion and to safeguarding in education Confidence in working with a diverse range of patrons aged from 4 to adult Previous experience working with young people or in a school environment Education to degree level Working knowledge of the Dewey Decimal System, and how print and digital libraries are organized Strong oral and written communication skills with a desire to work in a team-focused environment Excellent organizational, clerical, and keyboarding skills Demonstrable technology skills and proven ability to multitask Ability to address student behavior in a library setting Ability to work independently, problem-solve, take initiative, and demonstrate flexibility Ability to manage multiple projects and prioritize tasks effectively Excellent interpersonal communication and organizational skills Desirable qualifications/experience: Experience working in a K-12 school environment Previous experience working in a library Library-relevant degree or other qualification This position description is current at the date shown but following consultation may be changed to reflect or anticipate changes in the role that are commensurate with the job title and salary. The American School in London is committed to safeguarding and promoting the welfare of children and young people and expects all trustees, employees and volunteers to share this commitment. All new appointments will be subject to appropriate checks: Disclosure and Barring Service (DBS enhanced), Disqualification by Association Self-Declaration, Declaration of Criminal Record, checks against the Teaching Regulation Agency (TRA) Prohibition List (Teacher Status Checks) including Identity, Address, Date of Birth, a Full Employment History, Right to Work in the UK, overseas checks where applicable, at least 2 references (one with current or most recent employer, where appropriate) and original documentation of Qualifications (where appropriate). For positions into Senior Management a Prohibition from Management Check (s128 Directive) will also be undertaken. All posts involving direct contact with children are exempt from the Rehabilitation of Offenders Act 1974. However, amendments to the Exceptions Order 1975 (2013 & 2020) provide that certain spent convictions and cautions are 'protected'. These are not subject to disclosure to employers and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found on the Ministry of Justice website. 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. You may be asked for further information about your criminal history during the recruitment process. If your application is successful, this self-disclosure information will be checked against information from the Disclosure & Barring Service before your appointment is confirmed. ASL is dedicated to fostering courageous global citizenship in a diverse and inclusive school environment. In our international community, we aspire for the cultures and backgrounds of our employees to mirror those of our families and student body, and we enthusiastically welcome applications from candidates who bring diverse life experiences, perspectives and skills. Educators with knowledge of global education and prospective applicants for any position who are committed to diversity and inclusion are particularly welcome to apply. The American School in London will not discriminate against an applicant or employee based on race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, genetic information, gender identity or expression, sexual orientation, marital status, maternity or parental status, or any other legally recognised protected basis under local law. Read our Diversity, Equity and Inclusion statement here .
Dec 16, 2025
Full time
Library Administrative Assistant (Circulation) Reporting to: Head Librarian / Director of Technology Working Period: ASL term time (August-June), 10 months per school year Hours: Full-time Start: April 2026 Overall purpose: The ASL libraries serve as a vital hub of curricular and extracurricular activity. The libraries are regarded by all members of the community as a classroom, a resource center, and a place to go for work as well as pleasure. The role-holder is a core member of the school's TILM (technology, information literacy, and media) team. They assist the school's Librarians/TILM Co-teachers in the Mellon and Lower School (LS) Libraries in the full utilization of services, materials, and resources offered to students, faculty, and staff with a focus on circulation . They also provide behind-the-scenes and direct person-to-person support to patrons. Summary of Major Responsibilities Circulation and Administrative Duties: Assist in the management, organization, and supervision of the library circulation system (Destiny) for Mellon and the Lower School Maintain coverage of the circulation desk for services in the Mellon and Lower School libraries and provide relief supervision to accommodate LS Librarian/TILM Co-teaching schedules as needed Oversee the accurate maintenance of patron records Manage the accounting system for lost book payments and refunds Manage overdue materials via email or through other communication means Process holds in the Mellon and the Lower School libraries Shelve, straighten, and shelf-read the collection Examine returned materials for obvious damage, assessing fines where necessary Assist patrons in locating materials, using the online catalog (OPAC), and accessing online resources Work with TILM librarians/co-teachers to maintain a current collection by discarding outdated and worn materials or cleaning, mending, or replacing as necessary Conduct a yearly inventory of library materials in both the Mellon and Lower School Libraries; resolve problems and discrepancies arising from this Assist the TILM librarians/co-teachers in the daily operation of the library Perform a variety of library-focused and computer-related tasks as assigned Assist the librarians in maintaining updated book and resource lists with new acquisitions Provide a welcoming and culturally responsive atmosphere for patrons in the libraries and assist them in the selection of materials Promote reading as both a personal and academic pursuit Coordinate the parent volunteer program for the Mellon Library Assist with creating displays and bulletin boards in and around the libraries Assist the Head Librarian with the preparation of periodic statistical and library reports Help maintain an orderly environment conducive to learning, addressing student behavioral issues where necessary Attend library-related meetings, workshops, and in-service programs when required Any other duties as are within the scope, spirit, and purpose of the job as requested by the supervisor Essential qualifications/experience: A demonstrable awareness of and commitment to diversity and inclusion and to safeguarding in education Confidence in working with a diverse range of patrons aged from 4 to adult Previous experience working with young people or in a school environment Education to degree level Working knowledge of the Dewey Decimal System, and how print and digital libraries are organized Strong oral and written communication skills with a desire to work in a team-focused environment Excellent organizational, clerical, and keyboarding skills Demonstrable technology skills and proven ability to multitask Ability to address student behavior in a library setting Ability to work independently, problem-solve, take initiative, and demonstrate flexibility Ability to manage multiple projects and prioritize tasks effectively Excellent interpersonal communication and organizational skills Desirable qualifications/experience: Experience working in a K-12 school environment Previous experience working in a library Library-relevant degree or other qualification This position description is current at the date shown but following consultation may be changed to reflect or anticipate changes in the role that are commensurate with the job title and salary. The American School in London is committed to safeguarding and promoting the welfare of children and young people and expects all trustees, employees and volunteers to share this commitment. All new appointments will be subject to appropriate checks: Disclosure and Barring Service (DBS enhanced), Disqualification by Association Self-Declaration, Declaration of Criminal Record, checks against the Teaching Regulation Agency (TRA) Prohibition List (Teacher Status Checks) including Identity, Address, Date of Birth, a Full Employment History, Right to Work in the UK, overseas checks where applicable, at least 2 references (one with current or most recent employer, where appropriate) and original documentation of Qualifications (where appropriate). For positions into Senior Management a Prohibition from Management Check (s128 Directive) will also be undertaken. All posts involving direct contact with children are exempt from the Rehabilitation of Offenders Act 1974. However, amendments to the Exceptions Order 1975 (2013 & 2020) provide that certain spent convictions and cautions are 'protected'. These are not subject to disclosure to employers and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found on the Ministry of Justice website. 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. You may be asked for further information about your criminal history during the recruitment process. If your application is successful, this self-disclosure information will be checked against information from the Disclosure & Barring Service before your appointment is confirmed. ASL is dedicated to fostering courageous global citizenship in a diverse and inclusive school environment. In our international community, we aspire for the cultures and backgrounds of our employees to mirror those of our families and student body, and we enthusiastically welcome applications from candidates who bring diverse life experiences, perspectives and skills. Educators with knowledge of global education and prospective applicants for any position who are committed to diversity and inclusion are particularly welcome to apply. The American School in London will not discriminate against an applicant or employee based on race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, genetic information, gender identity or expression, sexual orientation, marital status, maternity or parental status, or any other legally recognised protected basis under local law. Read our Diversity, Equity and Inclusion statement here .
Job Summary The Substitute Coordinator is responsible for arranging substitute teachers and assistants for all divisions and the office of Teaching and Learning as needed. Substitutes must be sourced from a pre-approved list confirmed by the Human Resources Department or an approved recruitment agency to ensure they are legally eligible to work in the UK and are suitable to substitute at ASL. This role requires being able to take telephone calls in the evening from 5:00-10:00pm and weekday mornings between 6:00 and 7:30am. Calls after 7:30 for same-day substitution will be covered by the appropriate divisional office. Responsibilities: Coordinate substitutes for workshops, professional development, curriculum review, and pre-arranged absences, which must be approved by the divisional principal in advance Receive last-minute calls requesting substitutes from sick employees and in case of emergencies; checks for voicemail messages must be made at reasonable intervals throughout the day Make every effort to ensure continuity of substitution if a teacher/assistant is absent for a prolonged period Notify divisional offices of all plans concerning substitutes in a timely manner Notify the security office on a weekly basis of all the substitutes who are booked for the forthcoming week, so that they have visitors' badges ready for substitutes at the entrance to facilitate the morning rush Compile weekly reports for the divisional offices, recording the absent employee, the nature of the absence, full or half-day substitution, the name of the substitute and the rate of substitute pay; submit these reports to be approved by the administrative assistant responsible in the divisional offices (these reports take approximately 4-5 hours per week) Maintain an up-to-date database, requiring regular contact with all substitutes included in the database to ascertain their ongoing availability Check in with teachers and divisional leaders as best possible when a new substitute has worked in the classroom for the first time to assess if s/he is a substitute to use frequently Become familiar with how the school divisions function in order to make informed decisions and suggestions about substitutes; this will entail spending some time at ASL to meet with faculty and staff, and to become apprised of the needs of each division Be aware of any changes to the daily schedule in the three divisions and schedule accordingly) (Wednesday schedule, class trips, assembly schedules, etc.) Cultivate and maintain relationships with substitute teachers, ensuring substitutes' queries are responded to in a timely manner Manage substitute teachers' schedules and availability Liaise with substitute teacher agencies to support any needs that cannot be covered internally Help organize a substitute training session in conjunction with the assistant principals, security, HR, and the Director of Teaching & Learning Show initiative and creativity in dealing with the demands of daily life at ASL Participate actively in the life of the School, through attendance at events, committee membership and leadership of extracurricular activities Any other duties as are within the scope, spirit and purpose of the job, as requested by the Director of Teaching & Learning Qualifications: Excellent interpersonal skills, discretion and flexibility Demonstrably strong oral and written communication skills A desire to work in a team-focused, community environment Excellent technology skills and proficiency with databases A proven commitment to the safeguarding and welfare of children This position description is current at the date shown but following consultation it may be changed to reflect or anticipate changes in the role that are commensurate with the job title and salary.
Dec 16, 2025
Full time
Job Summary The Substitute Coordinator is responsible for arranging substitute teachers and assistants for all divisions and the office of Teaching and Learning as needed. Substitutes must be sourced from a pre-approved list confirmed by the Human Resources Department or an approved recruitment agency to ensure they are legally eligible to work in the UK and are suitable to substitute at ASL. This role requires being able to take telephone calls in the evening from 5:00-10:00pm and weekday mornings between 6:00 and 7:30am. Calls after 7:30 for same-day substitution will be covered by the appropriate divisional office. Responsibilities: Coordinate substitutes for workshops, professional development, curriculum review, and pre-arranged absences, which must be approved by the divisional principal in advance Receive last-minute calls requesting substitutes from sick employees and in case of emergencies; checks for voicemail messages must be made at reasonable intervals throughout the day Make every effort to ensure continuity of substitution if a teacher/assistant is absent for a prolonged period Notify divisional offices of all plans concerning substitutes in a timely manner Notify the security office on a weekly basis of all the substitutes who are booked for the forthcoming week, so that they have visitors' badges ready for substitutes at the entrance to facilitate the morning rush Compile weekly reports for the divisional offices, recording the absent employee, the nature of the absence, full or half-day substitution, the name of the substitute and the rate of substitute pay; submit these reports to be approved by the administrative assistant responsible in the divisional offices (these reports take approximately 4-5 hours per week) Maintain an up-to-date database, requiring regular contact with all substitutes included in the database to ascertain their ongoing availability Check in with teachers and divisional leaders as best possible when a new substitute has worked in the classroom for the first time to assess if s/he is a substitute to use frequently Become familiar with how the school divisions function in order to make informed decisions and suggestions about substitutes; this will entail spending some time at ASL to meet with faculty and staff, and to become apprised of the needs of each division Be aware of any changes to the daily schedule in the three divisions and schedule accordingly) (Wednesday schedule, class trips, assembly schedules, etc.) Cultivate and maintain relationships with substitute teachers, ensuring substitutes' queries are responded to in a timely manner Manage substitute teachers' schedules and availability Liaise with substitute teacher agencies to support any needs that cannot be covered internally Help organize a substitute training session in conjunction with the assistant principals, security, HR, and the Director of Teaching & Learning Show initiative and creativity in dealing with the demands of daily life at ASL Participate actively in the life of the School, through attendance at events, committee membership and leadership of extracurricular activities Any other duties as are within the scope, spirit and purpose of the job, as requested by the Director of Teaching & Learning Qualifications: Excellent interpersonal skills, discretion and flexibility Demonstrably strong oral and written communication skills A desire to work in a team-focused, community environment Excellent technology skills and proficiency with databases A proven commitment to the safeguarding and welfare of children This position description is current at the date shown but following consultation it may be changed to reflect or anticipate changes in the role that are commensurate with the job title and salary.
