ManlandPrimary School

School Secretary

Job Description

  1. Job Outline

1 a) REASON JOB EXISTS

To provide clerical, administrative and financial support to the school.

1 b) MAIN AREAS OF RESPONSIBILITY

  • Undertake reception duties including response to telephoneand personal enquiries
  • Assist with pupil welfare matters, including contacting parents/carers and staff
  • Provide clerical support, to include photocopying, filing, email and answering routine correspondence
  • Maintain manual and computerised records
  • Undertake typing and word-processing, and take notes of meetings
  • Carry out financial and administrativetasks, including the administrations of school lettings, processing work and equipment orders, maintaining and collating pupil records
  • Maintain records in relation to safeguarding
  • Maintain school contracts (premises)
  • Liaise with Governing body and members of staff as appropriate
  • General ad hoc duties, as requested

Not all of these tasks will be undertaken concurrently. The work is varied and has daily, monthly, termly and annual routine as well as one off matters that need attention.

1 c) EQUALITIES

Be aware of and support difference and ensure that the school’s equalities and diversity policies are followed.

1 d) HEALTH AND SAFETY

Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection; and report all concerns to an appropriate person.

1 e) DISCLOSURE AND BARRING SERVICE

This post is classed as having a high degree of contact with children or vulnerable adults and is exempt from the Rehabilitation of Offenders Act 1974. An enhanced disclosure will be sought through the Disclosure and Barring Scheme as part of Hertfordshire County Council’s pre-employment checks. All staff are also required to complete the DFE declaration indicating that there are no reasons why they should not work with children known as the ‘disqualification declaration’.

1 f) ADDITIONAL INFORMATION

The jobholder is required to contribute to and support the overall aims and ethos of the school. All staff are required to participate in training and other learning activities, and in performance management and development, as required by the school's policies and practice.

The duties and responsibilities listed above describe the post as it is at present. The post holder is expected to accept any reasonable alterations that may from time to time be necessary.

2.ORGANISATION CHART

Head Teacher

Senior Leadership Team

Teaching StaffTeaching AssistantsAdministrative and

Premises Staff

3.SUPERVISION

The jobholder is managed by a member of the Senior Leadership Team, with whom there is likely to be daily contact

4.JOB CONTEXT

The school has a team of 3 administrative staff (including this post) who provide the full range of reception and administrative tasks.

5.CONTACTS

The jobholder works with school staff, governors and pupils and is likely to have frequent contact with parents, carers and visitors.

6.KNOWLEDGE, EXPERIENCE AND TRAINING

  • Experience of clerical and administrative work
  • Good numeracy and literacy skills
  • Basic knowledge of first aid
  • Ability to use standard office software
  • Ability to work in a team
  • Understanding of the needs of children.

7. PROBLEMS AND DECISIONS

The post holder must manage his/her workload to ensure tasks are carried out in an effective manner. Tasks will need to be prioritised whilst good relations with colleagues, families and visitors are maintained.

The post holder will need to exercise discretion in filtering letters and phone calls for the headteacher (and other senior leaders) whilst ensuring that all enquiries are dealt with expeditiously.

The post holder will need to act in an appropriately confidential manner. The post holder will need to be able to work in a busy office with interruptions

8. ADDITIONAL INFORMATION

The post holder is required to support the overall aims and ethos of the school.

Manland Primary School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Applicants will be subject to an enhanced DBS disclosure and pre-employment and safeguarding checks.