Primary Administrative Assistant

ROLE SUMMARY:

At King's College School, Panama, we provide a first-class international education that supports the development of creative and dynamic individuals who take an active approach to learning. Following The Three Pillars approach to education at Inspired schools, Academics, as the central pillar, together with those of Sports and Creative & Performing Arts, form a well-rounded, holistic curriculum for all year groups. Students are encouraged to achieve the best of their ability and apply themselves to their lessons whilst enjoying the range of extra-curricular activities available. 

Working closely with the Head of Primary, Deputy Head of Primary and wider Primary team, the postholder provides high-quality administrative and operational support across communication, calendars, attendance, pupil records, trips and events. The role includes regular, professional interaction with families and staff and acts as a key coordination point for Primary communication and systems.

KEY RESPONSIBILITIES:

• Provide day-to-day administrative support to EYFS and Primary to ensure smooth operations.
• Prepare and organize key documents, reports, templates, letters, and internal communications.
• Maintain accurate student records, files, and databases, including iSAMS.
• Coordinate communication to Primary families, ensuring timely and consistent messaging.
• Manage parent communication channels, including WhatsApp groups, and escalate concerns appropriately.
• Support onboarding of new families by providing information on school routines and systems.
• Maintain student records in compliance with school policies and MEDUCA requirements.
• Support document coordination for student validation processes and regulatory compliance.
• Monitor attendance and punctuality records, following up on missing information when needed.
• Escalate attendance, welfare, or safeguarding concerns to appropriate school leaders.
• Coordinate calendars, events, assemblies, parent meetings, and educational trips.
• Oversee daily operations of the school uniform shop, including parent support and stock coordination.
• Capture and coordinate approved content for newsletters, social media, and school celebrations.
• Collaborate with departments such as Reception, Admissions, Operations, Finance, and Marketing to support school-wide processes.
• Maintain confidentiality, uphold safeguarding procedures, and demonstrate professional conduct in all interactions.

THE IDEAL CANDIDATE WILL HAVE:

• Strong organisational and administrative skills

• Clear and professional communication in English and Spanish, both written and verbal

• High levels of professionalism, discretion and confidentiality

• Strong attention to detail and accuracy

• Ability to manage workload and priorities in a busy school environment

• Confident use of digital systems, including email, calendars and school platforms

• Ability to build positive relationships with parents, pupils, staff and visitors

• Sound judgement and ability to respond appropriately to routine issues

• Commitment to safeguarding, inclusion and the wellbeing of children.

SAFEGUARDING STATEMENT:

Inspired Education Group is committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practices and pre-employment background checks will be undertaken before any appointment is confirmed.