School administrators run the non-teaching side of a school: pupil records, attendance, admissions, reception, parent enquiries, ordering and invoices. Schools advertise the work as school administrator, school secretary, office manager or admissions and attendance administrator. The National Careers Service lists pay of £22,000 to £28,000 for school secretaries, but many jobs are term-time or part-time, so the salary you are actually paid is often lower than the full-time equivalent (FTE). You do not need a degree, and most jobs in English state schools are listed on GOV.UK Teaching Vacancies.
This guide covers the duties, real pay examples, the routes in, the checks you need and where to apply.
What Does a School Administrator Do?
According to the National Careers Service, a school secretary's day-to-day tasks can include:
- acting as "the main contact for parents, governors and pupils";
- answering queries face to face, by email and by phone, and greeting visitors;
- keeping records up to date;
- using IT systems to run financial reports and other data analysis;
- ordering resources, paying invoices and dealing with banking;
- managing the school meal payment system.
Real listings add attendance records, pupil databases, admissions support, letters to parents and papers for meetings. The mix depends on the size of the school: in a small primary one secretary may do everything, while a large secondary school or academy trust splits the work into reception, attendance, admissions, data and finance roles.
Job Titles to Search For
| Job title | Typical focus |
|---|---|
| School Administrator | General school office work, records and reception |
| School Secretary | Office, reception and first contact for parents |
| Office Manager | Running the office and supervising admin staff |
| Attendance Officer | Attendance records and follow-up with families |
| Admissions Administrator | Pupil admissions and new starters |
| Data Administrator | The pupil information system and reports |
| School Business Manager | Finance, HR, premises and operations |
How Much Do School Administrators Earn?
| Role | Starter to experienced | Typical hours |
|---|---|---|
| School secretary | £22,000 – £28,000 | 36 to 38 a week, variable; term-time possible |
| School business manager | £26,000 – £52,000 | 36 to 40 a week |
National Careers Service job profiles, September 2026.
FTE salary vs actual salary
The National Careers Service warns that "Advertised pay rates are often listed as full-time equivalent (FTE) or pro rata. Actual pay will depend on the number of hours you work over a year." A term-time or part-time job can show a £25,000 FTE salary but pay much less. These School Administrator listings were live on Teaching Vacancies on 17 September 2026:
| School | FTE salary | Actual salary |
|---|---|---|
| Darite Primary Academy, Liskeard (part time) | £25,721 | £11,651.76 |
| Chiltern Way Academy Trust, Aylesbury | £29,114 – £31,230 | £24,690.91 – £26,485.44 |
| Nishkam School West London, Osterley (full time) | £28,195 – £29,852 | Full time, so no reduction |
GOV.UK Teaching Vacancies, 17 September 2026. Listings close and change; check the live advert.
Many schools pay support staff on the local government (NJC) pay spine, which started at £24,796 a year in 2025/26, and then pro rata the salary for the weeks and hours you work.
Full-Time, Part-Time and Term-Time Jobs
All three are common. The National Careers Service says school secretaries "may be employed term-time only. A working week can vary from a few hours up to full time." Teaching Vacancies lets you filter by full time, part time and job share, and also lists term-time and flexible working jobs. Before applying, check:
- the weekly hours and how many weeks a year you are paid for;
- the FTE salary and the actual salary;
- whether the contract is permanent or fixed term;
- holiday arrangements;
- the closing date.
What Qualifications Do You Need?
You do not need a degree. The National Careers Service lists four routes into school secretary work: a college course, an apprenticeship, working towards the role and applying directly.
Applying directly
This is how most people with office experience get in. "Employers would expect you to have a good standard of general education and experience of office work." You should also be able to use common office software, including spreadsheets, and knowledge of accounts packages helps.
College courses
Courses in support work in schools or business administration are relevant, as is the T Level in Management and Administration. A T Level usually needs 4 or 5 GCSEs at grades 9 to 4 (A* to C), or equivalent, including English and maths.
Apprenticeships
| Apprenticeship | Level | Typical duration |
|---|---|---|
| Administration assistant (ST1472) | Level 2 | 12 months |
| Business administrator (ST0070) | Level 3 | 18 months |
| School business professional (ST0575) | Level 4 | 18 months |
Skills England apprenticeship standards, September 2026.
Working towards the role
The National Careers Service says you could start as an admin assistant in a larger school or multi-academy trust and work your way into a secretary post with more responsibility.
Skills Schools Look For
The National Careers Service lists these skills for school secretaries:
- administration skills;
- being thorough and paying attention to detail;
- working well with others and on your own;
- sensitivity and understanding;
- flexibility and openness to change;
- excellent verbal communication and customer service skills;
- using a computer and the main software packages confidently.
Confidentiality matters too, because you handle pupil records, safeguarding information and family details every day.
DBS and Safeguarding Checks
The National Careers Service says you will need to pass enhanced background checks. Schools in England follow Keeping children safe in education 2026, which tells them to obtain "an enhanced DBS check (including children's barred list information, for those who will be engaging in regulated activity with children)". Expect references to be checked before you start, and safeguarding training once you join.
Where to Find School Administrator Jobs
1. GOV.UK Teaching Vacancies (England)
Teaching Vacancies is the Department for Education's official job site for schools and colleges in England only. Its "Administration, HR, data and finance" category had 569 jobs on 17 September 2026. You can filter by academies (including free schools) or local authority maintained schools, by working pattern, and by whether the job offers visa sponsorship.
2. GOV.UK Find a job
GOV.UK Find a job lists full-time and part-time jobs in England, Scotland and Wales, and now runs on jobs.service.gov.uk. Search for "school administrator" and "school office".
3. Council job sites
Local authority maintained schools often advertise on the council's own careers site as well. Outside England, where Teaching Vacancies does not apply, council and school websites are the main place to look.
4. Academy trusts
Multi-academy trusts hire administrators for several schools at once, and some roles sit in the trust's central team. Check each trust's careers page, and search for trust administrator and finance administrator as well.
5. Independent schools
Independent schools hire admissions, reception, exams and finance staff through their own websites. Pay and holidays are set by each school, so read the job description carefully.
Can International Applicants Get These Jobs?
Only if they already have the right to work in the UK. On the Skilled Worker visa eligible occupations table, school secretaries (SOC code 4213) are "Ineligible", so schools cannot sponsor you for this role, and the admin listings we checked on Teaching Vacancies say "Visas cannot be sponsored". People who already hold another visa with work rights, such as a dependant or Graduate visa, can apply like anyone else. For other routes, see our Jobs in UK for Foreigners guide.
How to Apply
- Search several titles: school administrator, school secretary, school office administrator, admissions administrator and attendance officer.
- Read the person specification and note the essential criteria, hours, weeks and actual salary.
- Tailor your CV or application form to the school: show office, data entry, customer service and finance experience, and any work with children.
- Write a supporting statement that answers each essential criterion with a real example. Many schools ask for an application form rather than a CV alone as part of safer recruitment.
- Prepare for the interview. Expect questions on a busy reception, confidential information, an upset parent and competing deadlines, plus safeguarding questions.
- Complete the checks: the enhanced DBS check, references and proof of your right to work.
Career Progression
A typical path is administrative assistant → school administrator → office manager → school business manager. The National Careers Service says that with experience you could become a school business manager, or personal assistant (PA) to the headteacher. School business managers "oversee the efficient day-to-day running of a school and support the headteacher and leadership team", earning up to £52,000, and the Level 4 School business professional apprenticeship is one way to get there.
Frequently Asked Questions
How much does a school administrator earn in the UK?
The National Careers Service lists £22,000 to £28,000 for school secretaries. Many jobs are term-time or part-time, so the actual salary is often lower than the advertised FTE salary.
Do I need a degree to be a school administrator?
No. Employers expect a good standard of general education and office experience. College courses and apprenticeships at Levels 2 to 4 are other routes in.
Are school administrator jobs term-time only?
Some are. The National Careers Service says school secretaries may be employed term-time only, and working weeks range from a few hours to full time.
What is the difference between FTE and actual salary?
FTE is what the job would pay full time, all year. Actual salary is what you are paid for your real hours and weeks, for example £11,651.76 on a £25,721 FTE part-time listing.
Do school administrators need a DBS check?
Yes. The National Careers Service says you need to pass enhanced background checks, and Keeping children safe in education sets out enhanced DBS checks for school staff.
Can a school sponsor a visa for a school administrator?
No. School secretaries (SOC code 4213) are ineligible for the Skilled Worker visa, so you need existing UK work rights.
Where are school administrator jobs advertised?
In England, on GOV.UK Teaching Vacancies. Also check GOV.UK Find a job, council careers sites, academy trust websites and independent school websites.
What is the difference between a school administrator and a school secretary?
The roles overlap. A school secretary is usually the first contact for parents and visitors, while a school administrator title may carry more data, admissions, attendance or finance work.
People Also Search For
School secretary salary UK
£22,000 to £28,000 per the National Careers Service.
School business manager salary
£26,000 to £52,000 per the National Careers Service.
Term time only admin jobs
Common in schools; check the actual salary, not only the FTE.
School admin jobs no experience
Start as an admin assistant or take a Level 2 or 3 apprenticeship.
School business professional apprenticeship
Level 4, typically 18 months.
Teaching Vacancies admin jobs
The Administration, HR, data and finance category, England only.
School receptionist jobs
Often advertised as school secretary or school office administrator.
School secretary visa sponsorship
Not possible on the Skilled Worker visa; SOC 4213 is ineligible.
More Job Guides
Looking at other office or education work? These cover it:
- Office Assistant Jobs in UK — general office work outside schools.
- Teaching Jobs in UK — the teaching side of UK schools.
- Jobs in UK for Foreigners — work rights and sponsored routes.
- Work From Home Jobs in UK — remote admin and support roles.
- Education Assistant Jobs in Australia — school support work in Australia.
- Educational Support Jobs in USA — teacher assistant and paraprofessional pay, the Title I rule, the ParaPro test and who is hiring.
- Medical Receptionist Jobs in the UK — why GP practice pay is not NHS pay, and what care navigation added to the job.
This article is for general informational purposes. Salaries, vacancies, apprenticeship standards and visa rules change. Check the live advert, the National Careers Service and GOV.UK before applying.
