School Secretary

16 Apr 2017
16 May 2017
Contract Type
Full Time

School Secretary/PA/Head's PA main purpose of the role  is to provide  effective, efficient and timely management of all aspects of the School Office
• Normal hours, Monday to Friday 8.00am – 5.00pm.

• To undertake a diverse range of secretarial and administrative duties for the Head and other staff
• To provide a first point of contact for pupils and parents at reception to deal with any problems that arise in the first instance or refer them on to ensure that problems are dealt with effectively
• Produce and distribute efficiently all letters/correspondence to parents.
• Monitor sickness levels of all staff and children within the school and take appropriate action to ensure that the disruptive effects of sickness/absence are minimised.
• Develop and maintain efficient and up to date manual and computer systems ensuring that information such as attendance records and admissions is kept confidentially and is accurate and readily available.
• Perform the function of attendance officer and preparing reports for the Head. Take action as advised by HT (eg: follow-up calls and letters).
• Ensure personal knowledge of new and updated administrative software is kept up to date.
• To manage the admissions process through to enrolment, liaising effectively with all parties involved in admissions, and addressing enquiries.
• Collate and monitor applications for admissions, including new intake of pupils; provide prospective parents with information on the school; enter new intake onto the Pupil database, ensuring that the necessary procedures are complied with.
• Complete relevant forms for pupils leaving the school; update the Pupil Database; and send pupil’s files and records to the relevant secondary schools to ensure that procedures are complied with.
• To market and promote the school as required
• Highly effective written and verbal communication skills – ability to compose letters accurately.
• Ability to work on own initiative and make decisions.
• Ability to work as a member of a collaborative team.
• Excellent organisational and planning skills.
• Ability to relate to all personnel and children within the school environment.
• Ability to approach all confidential matters with discretion, sensitivity and diplomacy, preserving the integrity of school information and complying with the requirements of the Data Protection Act.
• Knowledge and experience of whole school procedures, organisation and structure.

• Previous experience working in a school environment within administration or in a working environment as a Secretary/PA with Personal Assistant duties.
• The successful candidate is likely to be educated to at least GCSE level, or equivalent, particularly in English and Mathematics.
• Speedwriting/shorthand experience.
• Highly effective written and verbal communication skills – ability to compose letters accurately.
•• Full computer literacy – Microsoft Office: Word, Excel, Publisher, PowerPoint, Outlook and Internet.

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