School Secretary

Culford is a boarding and day school for over 800 children aged 1 to 18, set in 480 acres of beautiful Suffolk parkland, with an 18th century grade II mansion at its centre and three separate schools: the Pre-Prep & Nursery (ages 1 to 7); the Prep (ages 7 to 13); and the Senior School (ages 13 to 18).

We believe in educating the whole person to deliver a well-rounded, fulfilled individual through excellent provision across the curriculum. Everything we do is informed by our firm belief that we wish to develop pupils that are flexible, dynamic, innovative and resilient to meet the challenges of their life ahead of them.

**The Role**

To support the day to day running of the Pre-Prep School; to run the office and administration of the Pre-Prep and provide efficient and effective administrative support for staff and pupils.

Culford seeks to be a flexible, innovative, dynamic and resilient organisation and to develop these attributes in its pupils and staff. All colleagues are expected, therefore, to demonstrate these qualities in their work and attitudes.

A warm, caring character balancing a professional, task-oriented approach will provide the best possible framework for the Pre-Prep. Strong ICT skills are essential along with a problem solving approach and a can do attitude.

**Key Responsibilities**:

- Provide administrative support including printing, photocopying, working with MIS (currently iSAMS), event arrangement, trip administrative and adhoc duties.
- Assist the teachers with duties including supporting management of all events organised by the Pre-Prep.
- Carry out data inputting, maintenance and report provision using the School database.
- Culford Post and weekly newsletter: compilation, proof reading and posting of articles on a weekly and adhoc basis in line with Culford styles.
- Ensure our pupil filing system is up to date.
- Deal with arising issues. Take and communicate decisions where appropriate or consult with the Head or Deputy Head as necessary. Direct others and work with them to achieve desired outcomes.
- Liaise with other offices, in particular, Prep School office, Finance and Operations, Admissions and Marketing, to coordinate and manage the efforts of all colleagues.
- Oversee excellent office management with timely, accurate filing and record-keeping; a tidy, professional appearance and clear desks; a focused working environment.
- Assist in overseeing an excellent front of house experience for visitors to include: a professional, courteous Reception and welcoming environment; reading materials and other welcoming touches; the automatic provision of refreshments for visitors.
- Provide support to all members of the common room with their administrative needs and ensure that parents and pupils receive an excellent service from the school.
- Organise, as required, music timetabling on a termly basis including liaison with peripatetic music teachers and providing event support.
- Provide back up to the Prep School telephone switchboard
- Provide basic first aid for pupils (training will be given). The school has a fully staffed Medical Centre on the school site who manage all medical matters and provide support.
- Meet and greet in the mornings and for events during the school day.
- Offer additional support to the after school care group if required.
- Managing the end of day sign out and collection from clubs.
- Any other duties commensurate with the position as requested.

**The Person**

**Qualifications and Training**
- Highly proficient skills in English and maths.
- Highly competent user of Microsoft Office and/or Google Suite for Education.
- Confident user of databases.
- Good writing and proof reading skills.
- Willing to undertake necessary training when required.

**Experience**
- Working in a busy office environment.
- Providing excellent customer service.
- Supporting management colleagues.

**Person Skills and Attributes**
- Excellent verbal and written communication skills.
- Articulate, bright and able to learn quickly.
- Proactive, enthusiastic and hardworking.
- Welcoming and approachable team player.
- Sensitive and effective communication skills.
- Smart and professional in appearance.
- Discreet and able to maintain confidentiality.
- The ability to prioritise and meet deadlines.
- Confidence to deal calmly with difficult issues.
- Confidence to challenge and improve systems.

**The Application**

**Terms and Conditions**

**Working Hours**: Monday to Friday 08:00 to 18:00, with one hour for lunch.

**Salary**: Dependent upon experience.

**Start Date**: Monday 26 September, or as soon as possible thereafter

**Holiday Entitlement**: This is a term-time only position plus inset days and two weeks during the holidays to support the beginning and end of each term.

Benefits: Pension scheme; membership of Culford Sports and Tennis Centre; free lunch provided when the dining hall is open: free parking on site.

Reports To: Head of Prep & Pre-Prep

As an equal