Job title

Department

Reports to

Line manages

Job summary

School Secretary

Business Support

Bursar

n/a

To be one of the first points of contact for all visitors to the School, providing a professional and welcoming
first impression. Providing information, guidance and assistance. Receiving and dealing with incoming calls
and relaying them to the appropriate party in a timely manner, which is essential to our business. Providing
administrative duties in relation to the Reception area and function. To maintain and manage various IT
admin Systems.

Key duties and responsibilities

  To maintain a professional and calm approach to your duties at all time.
  To welcome parents, children, visitors and staff to the school office and ensure all appropriate

security and health and safety procedures are adhered to.

  Provide information, guidance and/or advice to parents, children, visitors and staff. Provide

refreshments for visitors as required.

  To be a competent user of the school management information system, SchoolBase.
  To manage emails coming into the main school email on a daily basis.
  To be a competent user and manage Inventory, the school signing in system.
  Completing registers, morning and afternoon, and preparing Fire Registers.
  To operate the school switchboard, answering and filtering calls when required then directing

appropriate calls to the member of staff or department.

  Collate calls regarding children/staff that call in sick. Support the Attendance Champion in collating

and managing absence lists on the SchoolBase portal.

  Dealing with parental queries/administration in relation to the After School Care bookings.
  Contact parents/carers as directed to check the whereabouts of children who have not attended

after school activity.

  To help, assist and manage coach bookings for school trips.
  To liaise with teachers and produce pupil certificates for Prize Giving and Sports Day.
  To maintain the foyer area of the main building, updating periodicals, newspapers, magazines and
other information on display in the area and generally keeping the space tidy and welcoming.
  To assist Reception when needed, in dealing with mail and distribute to members of staff and/or

department. To check, accept and sign for items delivered to the site, liaising with the maintenance
team to ensure delivery to the appropriate department/member of staff.

  To manage and update both SchoolBase and Inventory system to ensure that they both contain up
to date information on pupils and staff. To ensure Schoolbase and any other systems are synced,
and roll over at the end of each academic year is complete and correct.

  To implement and maintain Classlist System.

  To set up payment from trips and other paid for activities on the online system.
  To ensure and carry out DBS checks for existing staff on a rolling basis.
  To complete annual Census and any other DofE Surveys requested.
  Send mail shots, and help with the distribution of school photographs, calendars and magazines.

  Support school events such as open day held annually usually on a Saturday morning.
  To attend training sessions as part of professional development.
  To support all school policies.
  Responsible for ensuring emergency procedures are initiated by engaging fire and police (or an

Liaise with our pupils’ future school and send previous reports to them.

ambulance as directed by the School Nurse).

  To assist with sending emails via Schoolbase to parents
  Any ad hoc secretarial or admin duties that may arise and any other duties your line manager may

deem appropriate for the role.

Safeguarding

  The postholder will be required to submit an Enhanced Disclosure and Barring Check (DBS).
  The postholder is responsible for promoting and safeguarding the welfare of all children and young

person’s they are responsible for, or come into contact with.

St Aubyn’s policy and procedure

  The postholder is required to actively follow and abide by all St Aubyn’s policies and procedures
including Equal Opportunities, Safer Recruitment and Child Protection, and will maintain an
awareness and observation of Fire and Health & Safety Regulations.

The postholder will carry out any other duties as are within the scope, spirit and purpose of this job
description as requested by the line manager or Head of Department/Section.

If during the course of time the duties and responsibilities should change, the job description will be
reviewed and amended in consultation with the postholder.

Job title

School Secretary

Department

Business Support

Qualifications

A minimum of 4 ‘GCSE ‘or equivalent qualifications including Maths and English at Grade C or above (E)

Criteria

Experience

Working in a front line, busy customer focused environment (E)

Working in a Reception area (D)

Operating a switchboard (E)

Receiving incoming calls and passing onto the appropriate receiver (E)

Providing a service to the general public (E)

General office administration experience (E)

Purchase ordering (D)

Using, setting up, maintaining and developing administrations systems (D)

Using Microsoft Office Suite including Outlook (E)

Knowledge and skills

Previous school experience (E)

Proactive, flexible and can do attitude (E)

Excellent communication skills in writing and orally at all levels (E)

The ability to comply with policies and procedures related to child protection and health and safety (E)

Able to develop good relations with external and internal customers, staff and visitors (E)

Awareness of diversity issues and works in a positive non-discriminatory way (E)

Able to communicate effectively with external and internal customer and colleagues (E)

Able to deal with conflicting demands e.g. answering the phone, dealing with visitors and taking a delivery
(E)

Problem solving (E)

Attention to detail in communication, organising and/or planning (E)

Word processing and typing skills (E)

Basic understanding of databases, Excel (E)

Aptitudes

Engaging attitude with parents and staff members (E)

Approachable, friendly, polite and professional (E)

Reliable and Punctual (E)

Competent telephone manner (E)

Ability to work under pressure while maintaining a positive professional attitude (E)

Quick and enthusiastic learner (E)

Smart and tidy appearance (E)

Must be polite with an excellent telephone manner (E)

Ability to work as part of a team (E)

Ability to work on own initiative (E)

Ability to take accurate messages, follow up where necessary (E)

Ability to accurately input information on a database (E)

Flexible approach and a willingness to contribute to the success of the Business Support team, school team
and community (E)

An appreciation of the School, its tradition and history (E)

E = Essential for post
D = Desirable

Sep2025