School Secretary

Role Overview

This position is the administrative anchor of a learning institution, keeping the front office running smoothly while students, parents, teachers and visitors move through the day. The person in this role handles the constant flow of enquiries, records and scheduling that keeps classrooms and staff supported, and often serves as the first point of contact for families. Because the work sits at the intersection of paperwork and people, accuracy and warmth matter in equal measure.

Key Responsibilities

• Greet and assist students, parents, staff and visitors at the front office, answering questions in person, by phone and over email in a professional and welcoming manner.
• Maintain and update student records, attendance logs and general filing systems, ensuring information is accurate, current and handled confidentially.
• Draft, type and distribute routine correspondence such as notices, letters, memos and circulars to parents and staff.
• Manage diaries and appointment schedules, coordinating meetings, parent conferences and internal staff sessions.
• Support enrolment and registration processes by collecting, checking and filing required documentation.
• Monitor and requisition office supplies and stationery, keeping the front office stocked and organised.
• Liaise between teaching staff, administration and families to relay messages, follow up on requests and resolve routine queries.
• Carry out general clerical duties including photocopying, scanning, data entry and maintaining both physical and electronic records.

Requirements & Qualifications

• Diploma or certificate in Secretarial Studies, Administration, or a closely related field.
• Demonstrated prior experience working in a school or other learning institution, with familiarity with the rhythms of an academic calendar.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook and PowerPoint.
• A strong customer service orientation, with the patience and composure to handle high-volume enquiries from parents, students and staff.
• Excellent interpersonal and communication skills, both written and verbal, with the ability to relate to people of different ages and backgrounds.
• Strong organisational skills and attention to detail, including the ability to prioritise tasks and manage competing demands during busy periods.
• Discretion and sound judgement when handling confidential student and staff information.
• Comfort working in a busy office environment where interruptions are frequent and teamwork is essential.