School Secretary

We are currently looking for a proactive, efficient and organised School Secretary to predominately work on our Senior School reception. The reception in the Senior School at Birkdale School is the main reception for the whole school, and as such is very busy. Due to this, the successful applicant will be dealing with a broad range of people who visit the site.

The School Secretary is responsible to the Head’s PA, and works alongside a small team of other support staff in the school. The role will involve interacting with teaching colleagues at all levels, as well as with our parents and pupils.

**Job Description and Person Specification**

The main responsibilities are shown below:
**Administrative Duties**
- Pupil attendance/registration -oversee process and produce fire list.
- Produce and update documentation, handbooks for parents and pupils, correspondence etc.
- Use electronic systems to communicate effectively with families.
- Maintain and update the Parent Portal.
- Contribute to the effective development of school systems.
- Use the school’s management information system to input, extract and manipulate data.
- Provide general support to Teaching staff.
- Provide support to the Registrar, Head of Marketing and HR Manager as required.
- Maintain pupil filing system.
- Organising and resolving Lost Property issues.
- Administer First Aid.
- Any other duties as required.

**Provision of a Reception Service**
- Maintain and develop effective systems relating to visitors and deliveries including dealing with visitor’s forms, parking requests and monitoring the sign in system.
- CCTV monitoring of the school site.

**Person Specification**
- Have a high standard of literacy and numeracy
- Minimum 5 GCSE passes grade A-C (or equivalent) including English and Maths
- Previous secretarial, and administrative experience working in a school would be advantageous.
- Have proven administrative skills and experience and an eye for detail.
- Have excellent ICT skills and the creative ability to utilise technology to maximise the effectiveness of school systems. Microsoft Office and Google Suite are used extensively at Birkdale. Training on other school systems will be provided.
- Be organised and able to take the initiative and to respond flexibly to change.
- Be able to maintain and develop systems.
- Be able to manage a busy workload, prioritise effectively and meet deadlines in a calm and efficient manner.
- Be personable, well presented and able to communicate effectively and clearly, both verbally and in writing.
- Be able to communicate effectively with parents and with pupils.
- Be able to work collaboratively and supportively with school colleagues.
- Be trustworthy and able to maintain complete confidentiality.
- Be committed to continual personal and professional development, as well as being reflective.
- An awareness of the importance of confidentiality and data protection
- Be able to work within organisational procedures and adhere to the policies of the school and meet the required standards for the role.
- Be in sympathy with the strong Christian ethos of Birkdale School.
- Display commitment to the protection and safeguarding of children and young people, and be able to form and maintain appropriate relationships.

**Terms and Conditions**

This is a permanent post for 37.5 hours per week term-time only, exclusive of 30 minutes unpaid lunch break. In addition there will be a requirement to work 1 pre term training/planning day each term i.e. Summer, Christmas and Easter as well as a minimum of 5 extra days over the Summer Holiday to set up systems for the new school year. The role will be working approximately 35.8 weeks per academic year. You may wish to note that the length of Birkdale’s terms are slightly shorter than those of a maintained school.
- Working hours:_ 37.5 hours per week: 8am to 4pm Monday to Friday. A willingness to work occasional additional hours during term time may be helpful, but is not a requirement of the post.
- Holiday: _Paid annual leave prorated based on 20 days plus 10 Bank Holidays/Extra-Statutory Days a year, a total of 30 days per annum. After 5 years’ continuous service the annual leave entitlement rises to 25 days. Subject to statutory minimum of 5.6 weeks per annum.

**Application Procedure**

**Applications**:

- be submitted by the closing date of Monday 26th June 2023 at noon.

Applications should contain **all** of the following:
Applications should be forwarded to Mr Peter Harris, Head. The contact details are:

- Birkdale School, Oakholme Road, Sheffield S10 3DH

**Pre-employment checks**:
**We anticipate that interviews will be held week commencing 3rd July 2023**

**Job Types**: Part-time, Permanent
Part-time hours: 37.5 per week

**Salary**: £19,197.00-£20,273.00 per year

**Benefits**:

- Company pension
- On-site parking

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Sheffield: reliably commute or plan to relocate befo