Office Secretary & Clubs Coordinator
Full time
Term time plus 3 weeks
“
Leaders maintain a school culture that actively promotes inclusion and mutual respect highly successfully. This is a significant strength of the school.
ISI Inspection - 2025
Extensive individual support enables pupils to...develop a breadth of knowledge and enthusiasm for scholarship. This is a significant strength of the school.
ISI Inspection - 2025
”
Welcome to RGS Prep.
Step through the front door and you will be met with a warm welcome, the sight of inquisitive, energetic and courteous boys and the feeling that anything is possible. Our Six Values of Collaboration, Courage, Inclusivity, Integrity, Respect and Scholarship are at the core of all that we do. We nurture these Values through small class sizes, individualised academic and pastoral support and most importantly, the passion of our staff.
Staff at RGS Prep join us from a range of backgrounds and bring with them a wide variety of beliefs and interests. We actively encourage staff to share these through our lessons, assemblies, workshops, 'Inspire' days and extra-curricular provision.
If you are offered a position here, you would be joining a close-knit and collaborative team.
I look forward to receiving your application.
Toby Freeman-Day, Head
Job Title: Office Secretary and Clubs Coordinator
Responsible to: Officer Manager
Responsible for: No direct reports
Key Responsibilities
• Ensure that the school register is complete morning and afternoon in accordance with School Attendance (Pupil Registration) Regulations 2024.
• Provide a warm and friendly welcome to parents and visitors, ensure they are signed in/out, and accompanied, in compliance with the school’s safeguarding policy.
• Answer telephone calls, pass on messages, find and provide answers to questions.
• Manage the office email inbox, forward parent messages to relevant members of staff and reply as required.
• Provide secretarial support to teaching staff as required.
• Add calendar entries to online calendar platform under direction of Deputy Head.
• Financial tasks including: ordering stationery and other supplies; booking training courses; processing of invoices; monthly credit card reconciliation; responsibility for stationery budget.
• Log deliveries received from suppliers and arrange for distribution to final location.
• Provide first aid to pupils and staff when the First aid Lead is not available.
• Manage the school’s co-curricular clubs’ system and liaise with club providers.
“Tolerance, kindness and mutual respect pervade every aspect of school life...This results in a highly positive and inclusive learning environment.
ISI Inspection - 2025
”
Your career at RGS Prep begins with a warm welcome and comprehensive induction. You will be introduced to colleagues, key people within the school and fellow new starters from across the departments.
Opportunities to get involved in wider school activities are many and varied; sporting fixtures, theatre productions and residential trips to name just a few. Then there are the social groups set up by and for colleagues ranging from badminton to bingo and one-off events such as theatre trips. However you choose to get involved, you are guaranteed to find yourself among like-minded individuals.
We are proactively committed to creating a diverse staff body, which reflects the community that we teach. At RGS Prep we value diversity and inclusion; we want to attract the best people for the roles available. This is regardless of age, ethnicity, sexual orientation, gender, disability, socioeconomic status or religious beliefs.
PA to the Head, joined 2025
What's the best thing about working at the RGS? Being part of a friendly, warm but professional community, oh and the lunches...
If you could choose any other career, what would it be? Mountain guide
Antonia Receptionist, joined 2019
What do you love about your department? Every day is different.
If you could choose any other career, what would it be? Owning my own coffee shop
Louis Head
of DT and games teacher, joined 2015
What's the best thing about working at the RGS? Every day is different. I never know what enjoyment or challenges the school day will throw at me.
Which staff social groups are you involved in? Most of them, I love a social.
In addition to joining a successful and sociable staff body you will also receive the following benefits:
Working Pattern
Remuneration
Healthcare
Pension
Fee reduction
Commuting Loan
Full time, term time plus three weeks (08:00 – 17:00 term time; 08:30 – 15:30 school holidays)
Circa £27,000 (£31,000 FTE)
Private medical cover is available for all staff. This is paid for by the School, but is a taxable benefit so there is an indirect cost to the individual.
All support staff are automatically enrolled into the company pension scheme. The level of contribution by the individual is 5% the School will contribute 10%.
Fee reduction for son(s) of staff is available (after a qualifying period).
Interest-free loans are available for rail season ticket holders.
Dining Lunch and refreshments are provided during term time.
Employee Assistance Programme
A free, confidential counselling & wellbeing support service that can support you, your partner or spouse, and dependent children over 16 still living at home.
RGS Prep is a kind, inclusive, tolerant community where diverse opportunity, personal development, high achievement and collaborative partnership define who we are.
RGS Prep is a long-established IAPS school for approximately 330 boys, which has occupied the same site in a quiet, leafy residential area of Guildford since 1930. It is well known for its excellent academic and pastoral strengths, alongside outstanding music departments and strong sport and extra-curricular opportunities for all boys.
RGS Prep's academic reputation is justly well-known but what sets it apart is its warm and purposeful atmosphere. Pupils are offered a happy, caring and stimulating environment where they can progress to their full potential. An excellent all-round education based on skilled teaching in small classes is at the heart of RGS Prep's approach to learning which strives to provide the widest possible range of experiences.
RGS Prep guides each boy on his journey and gives him the skills and understanding of how to learn, not just what to learn. Visitors to RGS Prep are struck not only by the cheerful, purposeful atmosphere of the school but also by the diversity of its activities.
The school also aims to develop those qualities that cannot be measured by academic assessment. The development of each boy’s interpersonal skills, team spirit, strong self-awareness and leadership potential is achieved through a broad range of extracurricular activities which also foster curiosity, creativity and individuality.
Close links to the RGS senior school has encouraged academic standards to be pushed higher and the school has invested in new facilities. Since the millennium, RGS Prep has continued to evolve to meet the needs of a rapidly changing world and has more than twice as many teachers as 30 years ago. Digital technology and interactive whiteboards are in place throughout the school. A new state-of-the-art Sports Hall was opened in 2016, a dedicated rehearsal space for RGS Guildford Cathedral choristers in 2022 and a Pre-Prep Library in 2023. Throughout the last 10 years, new outside spaces have been created and refurbished in both the Prep and Pre-Prep departments including an adventure playground, outdoor classrooms and permanent cricket nets.
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“ Staff in early years support children's social development well.
ISI Inspection - 2025
“ “
Leadership opportunities begin in the Prep school, such as sitting on the equality, diversity and inclusion council."
ISI Inspection - 2025
Guildford is a vibrant and exciting place in which to live. Rich in history, it is a welcoming town with a flourishing and varied cultural life. Entertainment is diverse with a number of lively and nationally renowned venues including G Live, the Yvonne Arnaud theatre and the eclectic Electric Theatre. There are outstanding sport and leisure facilities which include the state-of-the-art training venues and sports complexes of Surrey Sports Park and Guildford Spectrum. Guildford offers one of the south east’s best shopping experiences with the iconic High Street combining exclusive and popular national chains as well as a number of independent retailers. Dining options cater for every taste and budget with local traditional and gastro pubs in nearby Surrey villages drawing customers from a wide area.
Educationally, Guildford is thriving. RGS Guildford is regularly ranked in the top ten single-sex schools in the country. RGS also enjoys close links with other girls’ schools, Guildford High School, Tormead School and St Catherine’s, Bramley. The University of Surrey was awarded ‘University of the Year for Graduate Employment’ by The Times and The Sunday Times Good University Guide 2022.
Guildford has the advantage of being very accessible and enjoys excellent transport links. London is just over a 30-mile drive via the A3 and well served by trains (just 29 minutes to Clapham Junction and 39 minutes to London Waterloo). International airports London Gatwick and London Heathrow are only 30 minutes from the town.
Areas of Outstanding Natural Beauty are close by; the Surrey Hills and North Downs are on the school's doorstep and provide opportunities to enjoy the stunning countryside; the south coast is approximately one hour by car.
William Cobbett “
The town of Guildford, which I, who have seen so many, many towns, think is the prettiest, and…most happylooking, that I ever saw in my life.
The setting:
The Surrey Hills
North Downs
South Downs
Picturesque villages
The south coast
Travel by rail:
Clapham Junction 29 minutes, London Waterloo 39 minutes
Portsmouth Harbour 60 minutes
Gatwick Airport 45 minutes
Travel by road:
London 32 miles via the A3, Heathrow 22 miles; Gatwick 34 miles via A3 and M25 Portsmouth 44 miles; Brighton 59 miles
North Downs
The Royal Grammar School, Guildford meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974. All applicants who are offered employment will be subject to an enhanced criminal record check from the DBS before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions. It is of fundamental importance to The Royal Grammar School to ensure, so far as possible, that those who take up appointments do not pose a risk to the children in its care.
Further details will be sent to applicants invited to interview which will expand on the above.
We are proactively committed to creating a diverse staff body, which reflects the community that we teach. At RGS we value diversity and inclusion; we want to attract the best people for the roles available. This is regardless of age, ethnicity, sexual orientation, gender, disability, socioeconomic status or religious beliefs.
Please note: applications will be considered on receipt and we reserve the right to close applications early.
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