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Job Responsibilities
1. Responsible for the organisation and management of the school office and staff.
2. Provide administrative, clerical, and secretarial support to the Principal, school staff, and Board of Governors.
Job Purpose
To oversee the organisation and management of the school office and staff, ensuring smooth administrative operations and support.
Main Duties and Responsibilities
Supervision
1. Supervise staff, including managing and allocating duties. (Supervision involves full accountability for planning, coordinating work quality, and managing discipline and welfare issues.)
2. Identify and provide on-the-job training to staff.
Administrative Processes and Records
1. Support school staff and the Board of Governors with administrative, clerical, and secretarial tasks.
2. Maintain and operate manual and computerized information systems related to pupils, staff, budgets, and other school activities.
3. Complete and submit required reports and records.
4. Communicate with relevant personnel to exchange information.
Purchasing and Supplies Administration
1. Manage requisitioning procedures, including ordering, receiving, and storing resources.
2. Coordinate maintenance of equipment with staff.
Finance
1. Handle cash receipts and maintain banking records.
2. Assist with financial procedures and liaise with relevant personnel.
Reception, Secretarial, and Secretariat Tasks
1. Operate the telephone switchboard, receive visitors, and provide hospitality.
2. Perform word processing, filing, photocopying, and email management.
3. Sort, screen, and distribute mail.
4. Ensure secure storage of valuables and confidential documents.
5. Draft correspondence, manage guest lists, and organize school functions.
6. Maintain diaries, arrange meetings, and provide secretarial support to staff.
7. Communicate regularly with external agencies (e.g., medical personnel, social services).
8. Keep staff, pupils, and parents informed about school activities.
9. Prepare minutes and service meetings as needed.
Other Duties
1. Assist work placement students with tasks in the school office where appropriate.
2. Perform other duties as assigned within the job level.
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