School Secretary at Stresert Services Limited

Our client, a reputable co-educational nursery and primary school at Ikoyi is looking to hire an experienced School Secretary immediately.

Job Location: Ikoyi, Lagos

Job summary: To perform a variety of secretarial, clerical and administrative duties in support of the operation of the school including the proprietress, principal, staff, students and parents.

Responsibilities

Filing systems and database management

• Set up and maintain filing systems for students and staff - paper and electronic
• Create, maintain and enter information into databases
• Locate and attach appropriate files to incoming correspondence requiring a response
• Locate and provide data as requested

Student and staff attendance

• Track student and staff attendance
• Notify parents of student absences
• Process and track staff leave requests
• Coordinate substitute personnel for absent staff members
• Keep accurate staff and student attendance records and submit reports as required

School processes and procedures

• Manage school processes and procedures to ensure compliance with school regulations
• Meet with new students and parents to complete registration and orientation process
• Provide school-specific administrative support processes such as student services, locker assignments, activity forms
• Maintain disciplinary tracking systems and files in accordance with regulations
• Coordinate and monitor safety procedures for the purpose of ensuring safety of students and staff

Schedules and calendars

• Schedule and confirm appointments for staff members
• Maintain appointment and event calendars
• Coordinate meetings and events

Financial duties

• Prepare and submit bills for payment
• Process purchase orders and verify invoices
• Prepare and process accounts payable
• Track expenditure for budget purposes
• Receipt and deposit all monies collected from staff
• Manage payroll functions including maintaining timekeeping records and processing and submitting payroll

Reports

• Gather and collate information to prepare data-related reports
• Provide staff and stakeholders with accurate information regarding school operations
• Produce reports in compliance with legal and administrative requirements

Communications

• Operate electronic mail systems and coordinate the flow of information internally and externally
• Prepare and distribute appropriate communications including newsletters, emails and announcements
• Prepare a variety of documents including correspondence, agendas, event programs, reports, schedules and calendars
• Compose, type and distribute minutes of meetings

Front desk duties

• Serve as a central information point to the public, students and staff regarding school-related matters and procedures
• Answer incoming calls, provide information, direct calls where necessary and take messages
• Greet visitors, handle inquiries and direct visitors to the appropriate destination
• Read, sort and distribute incoming school mail

Equipment and inventory

• Operate office equipment including fax machines, copiers, scanners, printers
• Maintain office equipment in good working condition
• Track inventory and order supplies

Education and Experience

• A graduate of Secretarial Administration/Office Management
• At least three (3) years’ secretarial experience from a well-structured school
• Working knowledge of relevant electronic applications including Microsoft Office Suite
• Knowledge of current office operations and procedures
• Working knowledge of standard office equipment
• Proficient in spelling, punctuation, grammar and other English language skills
• Proven experience of producing communications and documents
• Knowledge of school policies and procedures

Salary:

Attractive and negotiable