Administrative Assistant

Job Description

Location: Remote (UK)

Contract type: Fixed-term, 12-14 months

Working hours: Part-time, 0.8 FTE

Purpose of Role

School Learning Reviews aim to accelerate school progress through the Learning Improvement Process (LIP) so all schools can reach mastering within five years. This role is essential to reaching this goal.

Reporting to the Head of Learning Reviews, the Administrative Assistant will provide administrative support to the School Learning Review Team. The role involves organising and coordinating flights and accommodation, managing expense claims, and ensuring smooth logistical coordination for the team’s activities, ensuring that Group policies are always followed. In addition, the Administrative Assistant will manage and analyse outputs from Learning Reviews including reports and all Review data.

The ideal candidate will be highly organised, detail-oriented, and capable of managing multiple tasks efficiently as well as being able to confidently manage and analyse data. The role may require response outside typical office working hours by agreement with the Head of Learning Reviews.

ISP Administrative Assistant (Learning Reviews) Key Responsibilities

Travel Coordination

• Organise flights and accommodation for Review team members in line with the School Learning Review schedule, in budget and compliant with Group policies.
• Liaise with regional coordinators and external vendors (e.g., corporate travel agencies, hotels) to secure cost-efficiency.
• Prepare detailed travel itineraries and provide all necessary travel documents (including details of entry requirements, visas where appropriate, etc.)
• Support with the application of required visas.
• Coordinate transportation arrangements as needed (e.g., car rentals, airport transfers).
• Resolve unexpected changes in travel plans including rebooking and flight cancellations.

Budget Management

• Oversee delegated budgets to ensure that spending remains within agreed limits within and across reviews, and report annually on cost effectiveness of Reviews.
• Manage expense claims for the School Learning Review Team, ensuring all claims are submitted in accordance with ISP expense policies.
• Assist team members with any queries related to expense claims and provide guidance on policy compliance.

Analysis of impact

• Use LIP scores to evidence the impact of Learning Reviews by evaluating progress of reviewed schools.
• Use Learning Visit data from Learning Reviews and compare with other school data.
• Manage key data sheets for wider use in Learning & Innovation (e.g. Academic Achievement Master Data).
• Create reports on key performance indicators including analysis of agreed targets for schools.
• Analyse efficiencies of budget provision and report annually.

Administrative Support

• Provide general administrative support to the Learning Review team.
• Set up and maintain review folders for each school, ensuring that key documents are included and revised in liaison with the Head of Learning Reviews.
• Assist with the preparation and distribution of meeting agendas and minutes.
• Maintain and update team calendars, ensuring all key dates and deadlines are communicated effectively.
• Organise key documents in preparation for each Review – including report formats, LIP and comparison data pre- and post-Review.
• Maintain a centralised record of Reviews and resulting reports, documents and data.
• Maintain a central list of active review team members together with key contact and training information. 
• Proofread final reports and correct before publishing.
• Coordinate online training sessions and Lead Reviewer training.

Communication and Coordination:

• Act as the primary point of contact for travel and expense-related inquiries from the School Learning Review Team.
• Liaise with regional coordinators and external vendors (e.g., travel agencies, hotels) to secure favourable rates and ensure high-quality service.
• Coordinate with other administrative staff and departments to ensure seamless operations and support.

Skills, Qualifications and Experience

Essential

• Proven experience as an administrative assistant, office assistant, or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organisational and time management skills.
• Experience managing budgets.
• Excellent attention to detail and problem-solving abilities.
• Effective communication skills in English, both written and verbal.
• Ability to handle sensitive information with discretion.

Desirable

• Experience in booking travel and managing expense claims.
• Understanding of school administration and educational environments.
• Ability to communicate in Spanish (CEFR B2 equivalent)

Personal Attributes:

• Proactive and able to work independently with minimal supervision.
• Flexible and adaptable to changing priorities and demands.
• Customer-focused with a positive attitude and strong interpersonal skills.
• Team player with the ability to build strong working relationships.

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding

and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.