School Secretary

ROLE SUMMARY:

• The School Secretary will provide administrative and secretarial support to the Head of the Early Learning and Junior Preparatory Schools and assist with the smooth day-to-day running of the school.

KEY RESPONSIBILITIES:

School Office Administration

• Ensure the smooth, efficient and professional running of the school office on a daily basis.
• Welcome and assist all visitors, parents, children and staff who arrive at the school office.
• Answer and direct incoming telephone calls and respond to general enquiries in a friendly and professional manner.

Parent and Child Administration

• Deal with general parent and visitor enquiries, suggestions and concerns professionally.
• Manage appointments and assist with the collection of children who are leaving school early.
• Assist with the administration of new children joining the school, including admissions-related documentation.

Staff Administration

• Maintain accurate staff records and documentation as required.
• Assist teachers and Grade Heads with administrative requirements when necessary.
• Assist with the administration of staff conferences, memberships and professional development activities.

Meetings and Communication

• Schedule meetings, interviews, parent meetings, staff meetings and other appointments as required.
• Prepare meeting venues and relevant documentation when necessary.
• Type and format official correspondence, letters, notices and other school documentation when required.

Admissions, Orientation and Events

• Assist with the organisation and administration of Open Days and personalised school tours.
• Assist with invitations, RSVPs, attendance lists and administrative arrangements for school functions.
• Assist with the annual Orientation programme.

School Systems, Records and Compliance

• Maintain accurate and confidential school records and databases.
• Follow all school policies and procedures relating to confidentiality, safeguarding and health and safety.

THE IDEAL CANDIDATE WILL HAVE:

Skills and Previous Experience:

• Good planning, organising and reporting skills 
• Good communication skills (oral, written and presentation) 
• Touch typing skills 
• Good time management skills 
• Good interpersonal skills and strong team orientation ·
• Strong Administration Skills ·
• Customer Centric 

Qualifications and Accreditations:

• Matric 
• Secretarial Diploma
• Min 3 years’ experience in a similar position 

Personal Competencies and Attributes: 

• An unwavering commitment to the development of the school
• A demonstrable passion for the profession 
• Excellent organizational skills 
• A positive attitude to change
• A continuous improvement mindset