School Secretary

Role Overview

This position is the administrative backbone of a school environment, responsible for the smooth running of front-office operations and the accurate handling of student and staff records. Every day involves a mix of reception duties, clerical coordination, and communication with parents, teachers, and visitors, making organisation and discretion essential. Your work directly supports the school’s daily rhythm—ensuring that paperwork, inquiries, and scheduling are handled efficiently so that teaching and learning can proceed without interruption.

Key Responsibilities

• Greet and assist visitors, parents, and pupils at the front desk, directing inquiries to the appropriate staff members and maintaining a welcoming, professional atmosphere.
• Manage incoming and outgoing correspondence, including phone calls, emails, and written notices, ensuring timely and accurate relay of messages.
• Maintain and update student records, attendance registers, and administrative files, both in physical and digital formats, in line with school policies.
• Prepare official documents such as letters, reports, timetables, and meeting minutes, with careful attention to formatting and accuracy.
• Coordinate appointments, meetings, and school events by scheduling rooms, notifying participants, and organising necessary materials.
• Process day-to-day administrative tasks, including data entry, filing, photocopying, and inventory of office supplies.
• Support senior staff and teaching teams with clerical tasks during peak periods, such as enrolment, examinations, and reporting cycles.
• Handle sensitive information with strict confidentiality, and escalate urgent or safeguarding-related matters promptly to the appropriate staff member.

Requirements & Qualifications

• Diploma or degree in Secretarial Studies, Business Administration, Office Management, or a closely related discipline.
• Previous experience in a school setting is a strong advantage, especially familiarity with academic calendars, student records, and parent communication.
• Proficiency in standard office software, including word processing, spreadsheets, email, and database systems.
• Excellent written and verbal communication skills, with the ability to interact politely and clearly with children, parents, and staff.
• Strong organisational skills and the ability to prioritise tasks in a busy, deadline-driven environment.
• Proven ability to maintain confidentiality and handle emotional or sensitive situations with tact and professionalism.
• Capacity to work under pressure, managing multiple responsibilities simultaneously without losing accuracy or composure.