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JOB PURPOSE
To provide administrative, clerical, and secretarial support to the Principal, school staff, and Board of Governors, and to assist with the organisation and management of the school office.
MAIN DUTIES AND RESPONSIBILITIES
Supervision
* Allocate, control, and monitor work of appropriate staff.
* Identify and provide on-the-job training to appropriate staff.
Note: This is a discretionary element of the job description. The grade may be awarded if supervision is not a component of the post.
General Administrative Processes and Records
* Provide administrative, clerical, and secretarial support for the Principal, school staff, and Board of Governors.
* Develop, maintain, and operate manual and/or computerised information systems related to pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
* Complete and submit all required returns/records.
* Contact relevant personnel to receive and provide information.
Purchasing and Supplies Administration
* Operate/oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage, and distribution of resources.
* Manage stock control of resources.
* Arrange for maintenance of equipment in collaboration with other school and board staff.
Finance
* Receive, receipt, and account for all cash.
* Bank monies and maintain banking records.
* Assist with financial procedures as needed.
Reception, Secretarial, and Secretariat
* Operate the telephone/switchboard, receive visitors, and provide hospitality as required.
* Provide word processing/typing, filing, duplication, and photocopying support for administrative processes, including the use of email, intranet, and internet facilities where appropriate.
* Sort, screen, and distribute all mail.
* Ensure the secure storage of valuable items and confidential documentation.
* Draft correspondence, update guest lists, issue invitations, and prepare tickets and programmes for school functions.
* Maintain diaries, arrange appointments and meetings, and provide secretarial support for staff.
* Communicate regularly with external agencies (e.g., medical personnel, social services) to receive and provide information.
* Keep staff, pupils, and parents informed of school activities.
* Service meetings and draft minutes as required.
Other duties
* Assist work placement students with practical tasks and assignments within the school office (where appropriate).
* Perform other duties as assigned within the scope of the job.
FLEXIBLE WORKING OPTIONS AVAILABLE
OPTION 1
On duty during school term plus two additional weeks, at the Principal's discretion.
OR
OPTION 2
Work during contracted hours, including periods of school closure, excluding leave or authorized absence. Alternative work or training may be provided as needed.
OR
OPTION 3
Similar to Option 2, with the possibility to request unpaid leave during extended holidays or closures.
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