Secretaries

Key Responsibilities

1. Administrative Support:

   • Manage the school’s front office by answering phones, responding to emails, and handling walk-in inquiries.

   • Provide administrative support to the headteacher, staff, and other stakeholders.

2. Record Keeping:

   • Maintain accurate and organized student and staff records, including attendance, enrollment, and disciplinary files.

   • Update and manage school databases, filing systems, and correspondence.

3. Communication Management:

   • Serve as the main point of contact between the school and parents, handling inquiries and disseminating important information.

   • Prepare and distribute memos, newsletters, and other communication materials.

4. Scheduling and Coordination:

   • Organize and manage school events, meetings, and appointments.

   • Coordinate staff and parent-teacher meetings, ensuring proper documentation and follow-up.

5. Financial Administration:

   • Assist in managing school finances, including fee collection, issuing receipts, and maintaining petty cash records.

   • Prepare financial reports and support the school bursar or finance team as needed.

6. Office Supplies and Inventory:

   • Order and maintain office supplies, ensuring the office is well-stocked and organized.

   • Oversee the distribution of school materials and supplies to staff.

7. Compliance and Reporting:

   • Ensure all school records comply with the requirements of the Ministry of Education and other regulatory bodies.

   • Assist in preparing reports for school authorities or external bodies.

8. Support School Operations:

   • Provide logistical support for school programs, including printing materials, organizing transportation, and managing correspondence.

   • Handle emergencies or disruptions professionally, ensuring continuity of school operations.

9. Maintain Confidentiality:

   • Protect sensitive information related to students, staff, and school operations.

Qualifications:

• Educational Background: A diploma or degree in Secretarial Studies, Office Administration, or a related field.

• Experience: Previous experience in an administrative or secretarial role, preferably in a school setting.

• Technical Skills: Proficiency in office software (e.g., Microsoft Office Suite) and basic accounting or database management systems.

Skills and Competencies

• Excellent organizational and multitasking abilities.

• Strong written and verbal communication skills.

• Professional and friendly demeanor when interacting with parents, students, and staff.

• Ability to prioritize tasks and manage time effectively.

• High level of integrity and confidentiality.

• Attention to detail and accuracy in record-keeping.

• Problem-solving skills and the ability to handle stressful situations calmly.

This position is ideal for a detail-oriented, efficient, and approachable professional dedicated to supporting the smooth operation of a primary school while fostering positive relationships with students, parents, and staff.