School Secretary

**School Secretary Job Description**

**Term Time plus 4 weeks during the school holidays**

**The School**

The Old Hall School is an Independent Preparatory Day School and is a member of IAPS. The School provides full-time education for children from Reception to Year 6 (4-11 years).

The aim of The Old Hall School is to provide an excellent all-round education and a

broad and balanced curriculum for children aged 4-11. We work hard to ensure that

every child at Old Hall experiences an outstanding educational journey, where they

will develop character, intellect, physical and emotional well-being and cultural

understanding within a supportive environment. The School aims to cultivate an

ethos in which each pupil is cared for individually, valued equally and where they are

enabled to achieve their full potential both in and beyond the classroom.

We seek to do this across all areas of school life by committing as a community to:

- Providing Challenge
- Encouraging a love of learning
- Developing Confidence
- Offering Opportunity
- Entrusting Responsibility
- Building Transferable skills
- Cultivating well being

High quality pastoral care lies at the heart of all of our decisions as a school. We

acknowledge that children need to feel safe, secure and well supported in order to

thrive.

Old Hall School and The Wrekin Old Hall Trust commit fully to safeguarding and promoting the welfare of children and young people and expect all staff, volunteers and members of our community to share this commitment.

**Responsibilities**
- To present the professional and welcoming face of the School to all visitors, staff and students, including telephone callers.
- To ensure all visitors are signed in to the School in accordance with safeguarding procedures.
- To respond to queries from parents/carers and the general public with exemplary professionalism, ensuring that any messages or complaints are immediately dealt with, forwarded to the appropriate member of staff or escalated as required.
- To ensure the overall appearance of the reception and entrance area is tidy, professional and presentable at all times.
- General administrative duties such as typing, photocopying, filing, collation and distribution of post.
- In liaison with appropriate school staff, to contribute to the maintenance of school information databases and filing systems relating to pupils, ensuring confidentiality is observed at all times and records are accurate and up to date.
- To assist school staff in all aspects of school life, including contacting parents and pupils where necessary.
- To provide general administrative support including communications to staff and parents, minute meetings, generate/distribute weekly documents (e.g.: internal weekly calendar), generate/distribute termly documents (e.g.: termly calendar, staff lists, pupil lists), input/update information in the school system (iSAMs), generate reports/adhoc information from the school system, and purchase/stock management/storage of school supplies (including termly bulk orders).
- To collate and oversee clubs/activities sign-up and registers through the term, including liaising with external club providers as necessary
- Registering invoices on the accounts system for payment and obtaining authorisation from relevant personnel.
- Support the Bursary team with billing for clubs, trips and processing petty cash claims in liaison with the PA to the Head.
- To manage the admin that supports all school trips in liaison with the relevant members of staff, including booking transportation and arranging ticketing requirements
- To undertake termly admin tasks e.g.: prize giving cups return/admin, parents evening appointment admin and assistance, school photographs, immunisations, school events.

**Qualifications, Knowledge & Training**
- Educated to GCSE level or equivalent with a Grade 5 or above English and Maths
- Competent in the use of Microsoft Office packages
- Proficient in the use of computers and databases

**Experience**
- Previous experience in an administrative or front office/reception role
- Previous experience working in a school environment
- Demonstrable customer service experience

**Personal Skills, Abilities & Qualities**
- Good level of interpersonal and communication skills, with a good standard of written and spoken English
- Excellent organisational and time management skills, with the ability to prioritise tasks appropriately
- Commitment to delivering excellent level of professional customer service
- Ability to remain calm and deal with challenging callers or visitors in an appropriate manner
- High level of attention to detail and accuracy of work
- Ability to work effectively as part of a team
- Ability to be resourceful and proactive, in particular where unexpected issues arise
- Ability to work effectively with people across a wide range of levels and responsibilities
- Ability to maintain confidentiality; having tact and diplomacy where necessar