The School Secretary is the first point of contact for all parents and visitors and assists in the successful administration of the school. They are responsible for answering the School telephone and for the taking and passing of messages, greeting visitors, parents and guests arriving at the School, and also providing some secretarial support to members of the teaching staff. The School Secretary will be expected to act with an appropriate degree of discretion and confidentiality at all times and will be directly line-managed by the Director of Operations and Admissions, Marketing and Communications.
Hours of work: 40 hours per week, flexible. Term time only.
- Deal with all incoming telephone enquires appropriately and sympathetically to ensure callers receive a professional response.
- Welcome visitors to the School, such as current and prospective parents, guests and contractors and deal with as required.
- Make tea/coffee for visitors
- Ensure the main Reception area and hall are clean and tidy
- Dealing with the Post and parcel deliveries promptly, both incoming and outgoing.
- Receive and appropriately deal with all incoming electronic communications to the school’s office enquiries email and own email account.
- Provide administrative support to staff if required.
- Complete the Registration of pupils twice each day as directed by the Headmaster and liaising with parents as to reason for absence. Ensuring that the pupil attendance data is accurate and up-to-date and produce reports as required. Print off daily signing out sheets for pupils. Ensure kitchen receive supper numbers by 10am. Maintain monthly records of registers as required by law.
- Liaison with parents regarding permission for absences/holidays. Enter details on School Manager. Ensure daily summary of attendance (pupils and staff) is in Fire Box, together with up-to-date class lists. In case of the fire alarm ringing, ensure box is taken outside to muster point together with signing out book and visitor book.
- Arrange whole school photo every other year and arrange individual and class photos on a termly basis.
- Running and equipping the School Office, to include ordering stationery for main school staff, and any special orders for other staff when required.
- Ordering of school badges and staff name badges.
- Ensuring all printers/photocopiers are functioning correctly, to include ordering of toners, waste toners, contacting engineers when needed and supplying monthly readings to Leemic (printer supplier).
- Clarions – responsible for sending all Clarions (emails and texts) for fixtures, school events, reminders, for TNPSC and for any general information and daily reminders/alerts.
- End of term envelopes: print out report for each pupil, populate envelopes together with any other information required from Headteacher/teachers/TNPSC/Holiday Activity Clubs and distribute envelopes.
- Risk Assessments: ensure these are correct and approved by Headmaster before any school trips depart.
- Check Schools Database on School Manager is kept up to date.
- Common Entrance Exams – ensuring papers are sent daily throughout examination period, liaison with senior schools for collation and distribution.
- Keeping up-to-date with all aspects of the School’s operation and the School Calendar in order to answer all queries from parents regarding day to day issues.
If you would like to apply for this position, please send your CV and covering letter to firstname.lastname@example.org.
Closing date: Friday 26thOctober 2018
We are always keen to hear from talented individuals who feel they can add to our already wonderful teaching and support staff. We will post vacancies as they arise…
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