Assistant to the Head of School and Senior Academic Leaders

Job Title: Assistant to the Head of School and Senior Academic Leaders

Reports to: Head of School

Works closely with: Principals, Deputy Heads, Programme Coordinators, Administrative Team

Location: The Island Private School

Contract type: Full-time, 8-16 

Position Overview:

The Assistant to the Head of School and Senior Academic Leaders provides high-level administrative and operational support, with a particular focus on managing academic systems, student attendance processes, and compliance reporting. A key component of the role is serving as the school's ManageBac Superuser, ensuring the system is effectively utilised by staff, students, and parents. The postholder also acts as a liaison with the Ministry of Education, supporting timely submission of reports and compliance with all regulatory requirements.

This role is vital in supporting the smooth operation of the school's academic life and ensuring that school leadership is equipped with timely, accurate information for decision-making.

Key Responsibilities:

1. Support to Senior Academic Leadership

• Provide proactive administrative support to the Head of School, Principals, and Deputy Head.
• Prepare reports, presentations, and data summaries as requested by senior leaders.
  Coordinate leadership calendars, meetings, and communication flows as needed.
• Participate in the academic team meetings, take notes, actions required and decisions taken. 
• Follow up on the actions with the responsible persons. 

2. ManageBac System Administration

• Serve as the school's ManageBac Superuser, ensuring the system is fully functional and up to date.
• Allocate students and teachers to classes, subjects, and year groups at the start of and throughout the academic year.
• Support the transition to a new academic year in ManageBac, including archiving units, rolling over data, and updating learning outcomes (especially for the PYP).
• Liaise with the IT Department to maintain the system's structure, ensuring consistency, clarity, and reliability of data.
• Liaise with programme coordinators to ensure curriculum documentation is appropriately uploaded and aligned with IB requirements.

3. Training & Support

• Provide onboarding and ongoing training for new and existing teachers on how to effectively use ManageBac.
• Support and educate parents in using ManageBac to access relevant student information.
• Prepare and update user guides and other support materials for staff and parents.

4. Attendance Monitoring & Intervention

• Oversee daily tracking of student attendance and absences via ManageBac.
• Compile and analyse attendance data; generate regular reports for senior leadership.
• Identify patterns of non-attendance or concern and plan appropriate interventions.
• Proactively communicate with parents regarding unexplained absences or long-term student non-attendance, ensuring timely resolution.

5. Liaison with Ministry of Education

• Act as the school's primary contact with the Ministry of Education for reporting and compliance matters.
• Liaise with other departments in the School to ensure timely and accurate submission of required reports and documentation.
• Respond promptly to any requests from the Ministry and coordinate with relevant school staff to provide required information.

6. General Administrative Responsibilities

• Assist with coordination and administration of school-wide academic processes.
• Support the efficient flow of communication between academic leadership and other departments.
• Ensure the confidentiality and accuracy of sensitive student and school data at all times.

Person Specification:

Essential Qualifications & Experience:

• Bachelor's degree or equivalent professional experience in administration, data management, or education.
• Experienced user of the different systems and business applications 
• Strong knowledge and hands-on experience with ManageBac or similar academic management platforms is a plus. 
• Proven experience in a similar administrative or coordinator role within an educational setting.

Skills & Competencies:

• Excellent digital literacy and ability to manage and analyse data systems.
• Strong organisational skills with high attention to detail and accuracy.
• Excellent interpersonal and communication skills; able to liaise confidently with staff, parents, and external authorities.
• Ability to plan and prioritise effectively, managing multiple tasks in a fast-paced environment.
• High level of integrity, discretion, and professionalism.
• Fluency in both English and Greek.

Desirable:

• Prior experience working in an IB school.
• Familiarity with Cypriot Ministry of Education procedures and reporting requirements.

Working Conditions:

• Full-time position based on-site.
• Occasional evening or weekend work may be required (e.g., parent training sessions or Ministry deadlines).