Secretary at Silverwood School, Maryland

Location: Maryland, Lagos

Description
We require a Sectary for a primary school in Maryland. The following are the duties of the secretary:

• The school secretary serves as the face of the school,
• They understand the school brand and should be able to sell the brand
• Greeting students and parents and providing them with information.
• Secretaries schedule appointments and meetings
• Answer phones and give administrative support to teachers and school officials.
• Provides supervisory roles for ancillary staff
• They help maintain records on students.
• They are usually the first line of communication when parents call or visit a school.
• School secretary’s order and inventory supplies, enter lunch information into the billing system and verify information in notes from doctors and parents.
• The secretary may attend meetings and record the proceedings, takes minutes with the support of the English department
• Depending on the position, they may have bookkeeping and payroll duties.

Responsibilities

• Welcomes visitors to the school and provides directions around the building as needed.
• Types up and contributes to school bulletin or newsletter.
• Assists in designing and drawing up promotional and informational materials for parents.
• Provides students with tardy slips.
• Maintains records of student absences and provides daily report on attendance
• Sorts and distributes mail delivered to school office and files them away if needed.
• Contacts parents in the event of student illness or behavioral issues.
• Maintains student records and files.
• Uses computer database or filing system to update records as necessary.
• Manages and updates school calendar.
• Provides administrative support to upper level management as needed.
• Takes dictation and transcribes documents.
• Attends office meetings and takes minutes.

Other Responsibilities:

• Meet with new students and parents to complete registration and orientation process
• 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.

Main Job Tasks, Duties and 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 Verify parents' and doctors' notes and investigate any discrepancies in attendance information. 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.
• 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.

Requirements, Education and Experience

• A minimum of a High School Diploma is typically required.
• Formal requirements are less important than skills and personality, although preference may be given to candidates who have at least some college.
• A school secretary needs computer skills, excellent communications and interpersonal skills as well as an understanding of secretarial duties.
• Previous work experience in an office setting is required.
• Experience: 3 - 5 years Relevant training or qualification.
  Working knowledge of relevant software applications.
• Dresses well, with good carriage and confidence.
• Proficient in spelling, punctuation, grammar and other English language skills Proven experience of producing communications and documents Knowledge of school policies and procedures Competencies and Skills:
• Organizational and planning skills including the ability to maintain an effective balance between multiple and competing priorities Problem-solving skills Able to exercise sound judgment in making decisions
• Male between ages 25 to 35. OR a female between ages 35 and 45 (She must be a married woman).

Required Knowledge, Skills and Abilities:

• Demonstrates strong interpersonal skills.
• Maintains professional and friendly demeanor.
• Possesses excellent organizational skills.
• Is capable of managing time efficiently.
• Demonstrate ability to multi-task effectively.
• Exhibits ability to remain polite and calm when dealing with troublesome students or frustrated parents.
• Possesses basic computer skills and knowledge of word processing programs.Word, ecxcel and graphic apps.

Condition

• Working hours: 7am to 6pm. Work Environment. The majority of working hours will be spent in the school premises.
• Light physical activity such as walking and standing, is required on a daily basis.

Salary
N50,000 - N70,000 / month.