To be considered for the role, you must apply via this link -
Job Title: Junior School Secretary
Responsible to: Head of Junior School
Responsible for: N/A
Hours of Work: Permanent, full-time position (37.5 hours per week), term time only*.
*plus 2 weeks to be working out-with term time to support the operational running and preparation ahead of the academic year.
Exact Salary - £19,134.48
Job Purpose:
The post-holder is expected to uphold and actively promote the ethos of St Leonards School. The Junior School Secretary will oversee a range of administrative tasks as highlighted below. This is a demanding and varied role which requires exceptional face to face customer service and time management skills as well as IT proficiency including Google and Microsoft applications.
Reporting to the Head of Junior School, the post-holder will constantly review systems and procedures to enhance the efficiency and effectiveness of his/her areas of remit.
Key areas of responsibility:
Strategic Communication and Customer Service
* Act as the main point of contact for all Junior school enquiries.
* Facilitate clear and timely communication with parents, conveying important information and addressing enquiries to uphold a positive school-parent relationship.
* Overseeing daily pupil attendance and compile tracking information as required.
* Compile and circulate Junior school mailings and other communications as required
* Maintain the JS Office and Reception area to a professional high standard of organisation and tidiness at all times.
Diary Management
* Proactively manage the diary of the Junior School Head, optimising schedules, coordinating appointments, and ensuring efficient use of their time
Meeting Preparation:
* Skillfully prepare meeting materials, agendas, and documentation to ensure the Head of Junior School is well-equipped for productive and informed discussions.
Confidentiality Maintenance
* Uphold the highest standards of confidentiality when handling sensitive information, demonstrating discretion and trustworthiness in all interactions.
Record Keeping
* Producing documentation to support the smooth operation of the Junior School
* Maintain accurate and organised records of meetings, communications, and other relevant documentation, ensuring easy retrieval and reference.
Resource & Finance Management:
* Manage record keeping of JS budget and expenditure, including purchase orders, invoice and statements
* Manage resource ordering for the Junior School.
Event Coordination
* Assist in the planning and execution of school events, coordinating logistics and liaising with relevant stakeholders to ensure successful outcomes.
Travel Arrangements:
* Manage travel logistics for Junior School staff and school trips, including itinerary planning, accommodation, and transportation.
Task Prioritisation
* Prioritise tasks and responsibilities, demonstrating an ability to juggle multiple priorities and meet deadlines efficiently.
* Implement Cover Rota as required including supervision duties
Proactive Problem Solving
* Anticipate challenges and proactively address issues before they arise, demonstrating a solution-oriented approach in managing the daily responsibilities of the Head of Junior School
This is not intended to be an exhaustive list of responsibilities and duties. It is expected that the post-holder will participate in other reasonable activities which may be required to meet the needs of the School or for better fulfilment of the role.
Person Specification
Education, Training and Qualifications
Essential:
* Educated to SQA Standard Grade, O Level or equivalent in English and Maths as a minimum.
Desirable:
* Educated to SQA Higher Level, A Level or equivalent.
* IT and/or Admin Qualification such as ECDL.
Experience
Essential:
* Significant experience of working in a varied administrative role.
* Proficient user of ICT
Desirable:
* Experience of working within the public sector or in an Education environment.
* Experience of Google Suite
Skills
Essential:
* Excellent problem solving skills and ability to use initiative.
* Exceptional customer service skills; focusing on customer needs and requirements.
* Proven ability to share knowledge.
* Excellent written and verbal communication skills.
* Strong interpersonal and negotiation skills.
* Sound time management and organisational skills.
* Sound IT skills
Interpersonal skills
* Emotional intelligence; reading signals and adapting your approach when needed.
* Self-motivated, positive and enthusiastic.
* Excellent attention to detail.
* Ability to communicate effectively with staff, parents, students and external organisations from all different backgrounds.
* Tactful and discreet with the ability to handle confidential information.
* Ability to work calmly under pressure. Resilient.
* Assertive yet non-confrontational and a comprehensive communicator.
* A flexible approach to work, adapting to change at short notice.
* Professional manner and appearance.
* Empathy with the aims and ethos of the Independent Schools' sector.
To be considered for the role, you must apply via this link -
Job Type: Part-time
Pay: Up to £19,134.48 per year
Benefits:
* Company pension
* Sick pay
Language:
* English (preferred)
Work Location: In person