School Secretary

**PERSON SPECIFICATION**

The School Secretary works in the Reception Office of the School, greeting visitors, assisting with administrative tasks outlined below. It is a vital, varied, front-facing role, which requires the ability to multi-task, work flexibly and assimilate and handle information quickly, with calm efficiency. It demands an excellent telephone manner, and computer skills to undertake office administration using a range of software, with experience/knowledge of school operations, marketing and PR, a definite advantage.

The position requires discretion, trust and sensitivity towards children, parents and staff since the post-holder will be party to sensitive information.

**MAIN DUTIES AND RESPONSIBILITIES**

**Reception - the communications ‘hub’**:

- To be a permanent, reassuring presence in the School Office
- Meet, greet, sign in and settle visitors, fetch refreshments, accompany them as necessary
- Communicate messages to and from parents and pass on to the appropriate staff or child/ren and direct all calls to and from outside agencies and the wider community.
- Answer queries about sports fixtures, school calendar, upcoming events.
- To make and receive telephone calls, transfer calls, deal with queries, referring callers to the appropriate person or department, take accurate messages and ensure these are passed on without delay.

**Registration - statutory duties**
- **Register**:

- to log notifications of pupil absence and place in relevant register. Check the register and record any absences etc. Prepare lists for sign out. Make a note of boarders, supper, off-games etc. This requires careful checking of the registers twice daily, following up absences in accordance with our policy.
- **Pupil Records **- to maintain accurate and up to date filing of all pupil records, setting up new files as required and archiving leavers’ files.
- **Managing Overseas Pupils** - liaising with the overseas parents and organising transport and arranging visits for the children at exeats. Responsible for managing passports, transfer arrangements, tickets visas and money for overseas pupils.
- **Website** - updating website with menus, news stories and photos. Preparing the diary before the start of each term for parents to download and update as necessary.
- **School Management System **- to be familiar with all aspects of our SMS (iSAMS) entering current pupil data, admissions, leavers, staff details. Updating profiles.
- Liaising with iSAMS to customise lists etc. Managing the online diary for pupil absences, trips, minibus bookings etc.
- **Newsletter **-(compiling photos for content), entering onto ‘create-send’ website and sending out. Also ensuring distribution lists are kept up to date.
- **Pupil Charge-backs **- assisting Office Manager with chargeback forms to ensure they are complete and submitted to the PST.
- **Daily Diary** for the Link
- **Mail - **daily posting of letters / parcels morning and night
- **Compilation **of all lists after term finishes/before beginning of term
- **Transporting **children (occasionally) in school car to doctors, dentist, etc
- **Uploading **information onto the school’s website and to the Parent Portal
- **Regulatory matters (ISI); ABRSM Music Entries and other examination entries; annual ISC census - **responsibility for collating and uploading necessary information in good time
- **Miscellaneous** - to undertake general administration and photocopying as requested by staff. Mailing to parents, Co-ordinating school bus runs, CME and CTF records. Maintaining photocopier, clearing jams, toner, waste-toner etc. Ensuring adequate supplies of paper, toner and staples. Franking machine, adding funds and ensuring ink and labels supplies are maintained. Arranging Whole School Photograph. Assist with names etc for team photographs. Paperwork for school minibuses etc. Booking hotels etc. for school trips

**GENERAL RESPONSIBILITIES**
- It is important that all members of the Beeston Hall staff are flexible and prepared to undertake other duties as appropriate to the skills of the post holder in order to maintain the efficient running of the school.
- To become familiar with and use any relevant computer systems and software as required for the duties of the post.
- The post-holder will attend relevant training as identified by the School to meet the requirements of the School. It is expected that the knowledge and skills acquired from attendance at such training will be shared and applied within the team as appropriate.
- The post holder is expected to comply with the statutory provisions of health and safety at work legislations and School policy and to always work in a safe manner and not to put themselves or others at risk.
- The post holder is expected to dress smartly (that is no jeans, trainers, revealing or in other ways ‘inappropriate’ clothing).
- It is a requirement that all employees of the School maintain confidentiality of information