School Secretary (School Secretary)

The Role

An additional secretary is required to work part-time alongside the current School Secretary to assist and provide support throughout the year to ensure the effectiveness of the School's administrative systems and communications, in particular to assist in the effective provision of registration, typing, reception, post and reprographic services on behalf of the School.

Salary is £25,400 per annum for this post, with an annual leave entitlement of five weeks in addition to Public Holidays. The hours of work are 9.00am – 6.00pm for four days a week (days to be confirmed once a successful applicant has been employed). This is a 52 weeks a year post, not term time only.

Main Tasks and Responsibilities

• Provide secretarial support functions, in particular for the Deputy Heads, Assistant Heads, Headmaster’s PA, Housemasters/Housemistresses, SENCO and other members of staff as required;
• Assist with the maintenance of the pupil registration database on a daily basis and pupil correspondence and contact information;
• Ensure all pupils are registered with the correct codes in iSAMS twice a day (morning and afternoon) and follow up absences as required;
• Assist in providing a responsive and helpful reception service to all visitors to the School and to pupils and staff of the School who visit the office reception area;
• Assist in answering the telephone, taking messages, accurately recording them and either actioning them or passing them on to the appropriate person(s) in a timely manner;
• Deputise for the Personal Assistant to the Headmaster if required;
• Reply to emails in a timely fashion and action/forward on when required;
• Ensure colleagues, visitors and telephone callers are treated with courtesy and provide a welcoming environment;
• Support the School’s safeguarding procedures and policies by pro-actively ensuring visitors are signed in and issued with appropriate identification;
• Assist in the opening and distribution of incoming mail;
• Assist with the maintenance and filing of pupil and staff records;
• Update documentation in a proactive manner as and when required, in particular at the end of an academic year;
• Assist in the typing of Word and Excel documents, understanding the standards and requirements of the School’s brand, grammar and punctuation principles;
• Assist in the administration of School Policies, School Photographs, Speech Day, Rewards Systems, Parents’ Evenings and Discipline Systems as well as other documents and events;
• Provide support for inputting and retrieving information from iSAMS;
• Comply with the School’s policies with regard to health and safety undertaking risk assessments as appropriate;
• To work on your own initiative in a competent and discreet manner at all times.

Person Specification

We seek a committed colleague who has appropriate educational and secretarial qualifications. A knowledge of up-to-date ICT and office software and administration is essential, with experience of working in a school or with children being an advantage. Experience of dealing directly with members of the public or previous employers’ clients would be helpful.

The role requires the person to be a good communicator with an excellent knowledge of the English language and an experience of educational terminology would be an advantage. Good, fast, accurate typing and organisational skills are needed with an ability to use initiative and deal with the multifaceted nature of the job, coping well with pressure of work at busy times. There is a need to demonstrate a sympathetic attitude toward and understanding of children, their parents and teaching and support staff in the School. A secure understanding of the necessity of confidentiality in the setting is vital.

This person will have high standards and be open, friendly, welcoming and lively, will use their initiative and have a sympathetic approach with a sense of humour. Patience, care, common sense and an ability to be flexible in the working day are necessary.

Closing date: 12th May 2025

The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. A copy of the School’s Child Protection policy may be found on the School’s website, which all applicants are expected to read prior to interview.

Sutton Valence School is an equal opportunities employer.

Please note: we reserve the right to appoint prior to the closing date.

Contact information

Chanan Kennison

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