Administrative Assistant for ISP Schools - School Learning Review Team

Administrative Assistant for ISP Schools –

School Learning Review Team Role Profile

Purpose of Role

School Learning Reviews aim to accelerate progress in school progress through the LIP so that all schools can reach mastering within 5 years. This role is essential in reaching this goal.

The Administrative Assistant will provide essential administrative support to the School Learning Review Team at ISP Schools. This role involves organising and coordinating flights and accommodation, handling expense claims, and ensuring smooth logistical coordination for the team’s activities. The role will ensure that the ISP Group travel and Expenses and costs policy are followed at all times.

The ideal candidate will be highly organised, detail-oriented, and capable of managing multiple tasks efficiently across divisional and regional teams. The role may require response outside typical office working hours by agreement with the Head of Learning Reviews.

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 Key Responsibilities

Travel Coordination:

1. Organise flights and accommodation for team members in line with the School Learning Review schedule and related planning documents as led by the Lead Reviewer.
2. Ensure travel arrangements comply with ISP travel and expenses policies and budgets.
3. Prepare detailed travel itineraries and provide all necessary travel documents (including details of entry requirements, visas where appropriate etc)
4. Coordinate transportation arrangements as needed (e.g., car rentals, airport transfers).
5. Resolve unexpected changes in travel plans including rebooking and flight cancellations.

Budget Management:

1. Oversee delegated budgets to ensure that spending remains within agreed limits within and across reviews, and report annually on cost effectiveness of reviews.
2. Handle and process expense claims for the School Learning Review Team.
3. Verify receipts and ensure all claims are submitted in accordance with ISP Schools’ expense policies.
4. Maintain accurate records of all expense claims and related documentation.
5. Assist team members with any queries related to expense claims and provide guidance on policy compliance.

Analysis of impact:

1. Use LIP scores to evidence the impact of learning reviews by evaluating progress for reviewed schools in comparison with other schools.
2. Creating reports on other KPIs including analysis of agreed targets for schools.
3. Analyse efficiencies of budget provision and report annually.

Administrative Support:

1. Provide general administrative support to the School Learning Review Team.
2. 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.
3. Assist with the preparation and distribution of meeting agendas and minutes.
4. Maintain and update team calendars, ensuring all key dates and deadlines are communicated effectively using Monday.com.
5. Organise data into key documents in preparation for each review (including historical judgments from centralised insights platform) and upload resulting judgement data into the centralised insights after each review.
6. Maintain a centralised record of reviews and resulting reports, documents and data.
7. Maintain a central list of active review team members together with key contact and training information.
8. Proofread final reports and correct before publishing.
9. Coordinate online training session communications including pre webinar tasks.

Communication and Coordination:

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

Qualifications and Skills

Essential:

1. High school diploma or equivalent; additional qualification in administration or a related field is a plus.
2. Proven experience as an administrative assistant, office assistant, or in a similar role.
3. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
4. Strong organisational and time management skills.
5. Excellent attention to detail and problem-solving abilities.
6. Effective communication skills in English, both written and verbal.
7. Ability to handle sensitive information with discretion.

Desirable:

1. Experience in booking travel and managing expense claims.
2. Familiarity with expense management software and travel booking systems.
3. Understanding of school administration and educational environments.
4. Ability to communicate at B2 level in Spanish.

Personal Attributes:

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

Working Conditions:

1. This is a part-time position (0.6 FTE) based in the Europe region, with occasional travel as required.
2. Standard working hours are 9-5pm, with some flexibility needed for travel coordination outside regular hours.

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.