School Secretary at Imperial Gates School

Purpose of Job

• Theschool secretary is responsible for general office and administrative duties usually within an office setting and ensures a seamless work flow.
• Schedules often follow the school year. Focus will be to support and enable effective communication and the smooth running of the school, provide more specific support and work under the supervision and guidance of the Head of School and HR/Admin Manager. Basically, to provide clerical support through undertaking tasks which require some general skills and knowledge.

Responsibilities

• Act as the first point of contact for the Head of School
• Attending to intending parents and maintenance of admission registers
• Respond to correspondence; deal with incoming/outgoing mails
• Take notes at ad-hoc meetings as required.
• Undertake reception duties at the Head of School's office, including answering telephone and responding to standard queries and enquiries and dealing with visitors where appropriate on behalf of the Head of School.
• Call parents under instructions from management to notify them about any situation requiring their attention
• Update parents and pupils’ records
• Maintain confidentiality and exercise tact as needed.
• Provide general clerical/administrative support (including filing correspondence and photocopying) to teaching and non-teaching staff
• Administration and production of regular management information. Process documents and other written materials, requisitions, mails and other reports. Prepare letters to parents with the intention of conveying school related information, such as schedule changes and field trips.
• Accessing E Mail/Internet/School Portal as required
• Assist in the clerical arrangements for trips/school events etc
• Welfare support as required including liaison with staff and/or parents.
• Providing administrative support for examinations including data inputting.
• Maintain a positive attitude and style that contributes to the overall public relations of the school.
• Compile statistics and gather data as needed, including such things as collating surveys/questionnaires
• Update the curriculum, spelling list, summer school, enrolment, staff assignment as required.
• Maintain records for students participating in competitions and notify their parents.
• Coordinate school excursions to various organisations.
• Report any general concerns about health, safety and environment; issues about materials, equipment or aspects of the building which constitutes a risk to health and safety in the environment should be duly escalated to the school management.
• Prioritise and cover key tasks and duties in the absence of any member of the administrative team
• Perform stated accounting functions below with guidance from the bursar;
• Receipt writing - raise receipts for all school fees and other school associated payments, uniforms, clubs etc. Information on amount will be provided by the office of the bursar or directly from the parents making these payments.
• Filing - Assist the office of the bursar with weekly filing of all documents, cheque vouchers, taxreceipts and letters into appropriate file boxes as will be provided.
• POS handling - Personally handle all POS payments, records and collation of merchant copies for the office of the bursar. A full description of the details of each payment i.e name of parent, amount and details of the payment should always be written at the back of each merchant slip to aid smooth reconciliation.
• Club Reconciliation & follow up - Liaise with the bursar's office, class teachers and designated Admin Officer to help with timely reconciliation, update and investigation of all club payments made to ascertain actual club participation and payment verification
• Perform other duties as specified and directed by the Head of School and work within the agreed school policies and procedures

Essential

• Computer literate – Excel spreadsheets, Word and Publisher, use of internet
• Accurate record keeping and accounting
• Able to meet tight deadlines
• Excellent interpersonal and time management skills
• Good communication and organisational skills
• Patience and communication skills with children and adults
• Work within a team
• Proactive; self-directed with ability to prioritize and work with little or no supervision
• Willingness to learn and grow with the school and motivated to take additional responsibility and solve problems.