OUR VALUES
We enrich through a broad and varied curriculum
Job Description
| Job Title: | School Secretary |
| Line Manager(s): | Head of Nursery and Pre-Prep |
| Department: | Administration |
| Location(s): | Rydes HillPre-Prep |
Job Summary
Working as part of a busy School Office team, provide a welcoming front of house reception service. Act as first point of contact dealing with communications from parents, staff and visitors. Provide first-class administrative support to the Senior Leadership Team (SLT). Maintain accurate daily pupil attendance records. Act as first aider.
Main Responsibilities
School Secretary:
Manage and organise work of a confidential nature with tact, diplomacy and a high level of commitment and customer care.
Maintain a tidy and welcoming Reception area that ensures an appropriate first impression of the school to visitors.
Greet and manage visitors, signing them in and issuing/collecting visitor badges, in addition to responding to their queries.
Receive all incoming calls to the main school telephone, dealing with calls in a professional, discreet and diplomatic way.
• Take and distribute messages, ensure all urgent/important information is communicated effectively to staff.
Monitor and answer the school office email account.
• Deal with incoming post and take delivery of parcels, directing to the relevant recipients.
• Day to day administrative support to staff and carry out administrative tasks for the SLT.
• Assist with the production of letters, newsletters, booklets and other publications.
• Assist with the ordering and distribution of resources and supplies as required.
Support the organisation and administration of school events, working alongside relevant colleagues and departments across all schools within the Tormead group.
Provide administrative support to trip leaders, including obtaining quotes and arranging transport for school trips.
• Assist with the administration of the hiring of the school’s facilities.
• Develop and oversee data management, including maintaining effective filing systems.
Pupil Registration:
Administration relating to morning and afternoon pupil registration, log and communicate as necessary information about children’s absence, raise and resolve attendance queries.
• Supervise and escort pupils who arrive late to school or who are waiting to be collected.
First Aid:
To be trained in first aid, administering medicines and ensuring the school’s first aid kit is correctly stocked, including preparing medical kits for school trips.
• Administration of the accident book and assisting with the preparation of the termly accident report for the Health & Safety meeting.
• In case of an emergency, assist where possible to ensure the school’s policies are fully adhered to.
Continuing Professional Development:
Evaluate own professional performance and be committed to improving own practice through appropriate training and development.
Engage actively in the performance review process.
General:
Ensure confidentiality is maintained at all times.
• To participate in staff meetings, INSETs and additional School functions as required.
Actively promote and model good practice in equality, diversity, and inclusion, and to support and uphold fundamental British values.
• To promote and uphold the ethos and values of Rydes Hill School and Tormead School.
• Comply with the School’s policies and procedures regarding data protection and record storage.
To adhere to all School policies, procedures, and risk assessments, including safeguarding, child protection and health and safety.
This job description is not intended to be all embracing and the post holder shall be required to carry out other duties as necessary and required, commensurate with training and experience.
Safeguarding Children
The postholder is responsible for promoting and safeguarding the welfare of children and young persons with whom they come into contact, and to adhere to and ensure compliance with the School’s Safeguarding Policy at all times. If, in the course of carrying out their duties, the postholder becomes aware of any actual or potential risks to the safety or welfare of children in the School, they must report any concerns to one of the school’s Designated Safeguarding Leads in accordance with the School’s policies and procedures.
Key Relationships
Internal: Head of Pre-Prep and Nursery, Director of Studies, teaching, nursery, curriculum support and Business Staff colleagues at Rydes Hill and Tormead School.
External: parents, prospective parents, pupils, staff, visitors.
| Person Specification | ||
| Essential Criteria | Desirable Criteria | |
| Qualifications&Training | ● GCSE in Maths and English at Level4 or equivalentEvidence of continuing and relevantprofessional development | Paediatric First Aid qualificationEducated to at least A Level orequivalentEducated to degree level |
| Experience | Proven experience of working in anoffice administration roleExperience of meeting and greetingvisitors, and responding to emailsand telephone calls | Experience of working in a busyschool officeExperience of working with childrenand the ability to build trustingrelationships with ease andprofessionalismKnowledge and experience of theindependent education sector |
| Knowledge &Understanding | Highly IT proficient and a confidentuser of Microsoft Office suite anddatabase management systemsEnjoy working as part of a team withthe ability to work independently | An understanding of theindependent school sector |
| Skills &Abilities | Strong customer service skills withan excellent telephone manner andan empathetic approachStrong interpersonal skills and anability to connect with staff, pupils,parents and visitors from a range ofbackgroundsA passion for and love of workingwith children and young peopleExcellent levels of writtencommunication, with high standardsof literacy and numeracy, togetherwith excellent spelling and grammarTact, sensitivity and the ability tohandle confidential material withdiscretionClose attention to detail and abilityto work with accuracyProven ability to remain calm andprofessional in all situations, thinkingclearly in unforeseen situations | Familiarity with iSAMSProficient use of Excel for dataanalysis and trackingGood analytical and problem-solvingskills |