Job Overview

At St Lawrence School, it our mission to develop responsible, independent individuals who love learning and have the knowledge and attitudes to be successful in an ever changing world.

As the initial point of contact to the School, the Secretary should provide a warm welcome to all, be a confident and organised administrator, be flexible in approach and enjoy working with children.

The role is wide ranging and varied and includes responding to general telephone calls, pupil administration, communications to parents, coordinating and publishing the newsletters, administration of after school clubs and administrative duties in support of School trips and events.

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. All applicants will be required to have or need to undertake basic training in First Aid, Safeguarding & GDPR as well as undergo an enhanced DBS check and provide police checks from other countries if necessary.

Job Purpose

· General administrative duties associated with the effective running of the School Office

· Answer the telephone and deal with the caller or enquirer in a professional and appropriate manner

· Respond to the door bells and welcome visitors to the school, ensuring that the relevant ID and any other required checks are completed where appropriate

· Processing incoming and outgoing mail

· Monitor the general school admin email accounts

· Establish and maintain effective working relationships with colleagues, both teaching and support, in accordance with the Staff Code of Conduct

Job Specific Outcomes 1 of 2

· Maintain the internal school/administration calendar and issue prompts to relevant staff in advance of forthcoming events for planning purposes.

· Ensure effective levels of stationery and office supplies are maintained and order where required

· Liaise with budget holders and place orders for resources and equipment as requested

· Assist with lost property, ensuring the return of named items to the relevant cloakrooms and safe storage of unclaimed and unlabelled clothing and equipment

· Take in second-hand uniform and liaise with the relevant parents with reference to the Pre Loved Uniform

· Input data such as Pira and Puma

Job Specific Outcomes 2 of 2

After School Clubs, Trips and Events

· Assist staff with the administration of trips including the preparation of plans, dissemination of information to parents, booking of trips and coaches and coordinating the return of consent forms from parents

· Assist with the administration of key events, such as parents evenings, school productions and PTA events

Liaison

· Liaise with SLT and teaching staff with regard to contacting parents, producing letters, photocopying and distributing materials, and collating school reports

· Handling and resolving queries for parent consultation and parent evening bookings

· Liaising with the Headteacher as necessary over pupil billing matters (trips) and external hirers, including external club leaders

· Liaising with Headteacher on pupil data and prospective parent/current parent enquiries as necessary

Person specification

The successful applicant will need to meet the following criteria:

• Warm, calm and pleasant manner.
• Good communication and literacy skills.
• Excellent ICT and administrative skills.
• Available to work occasional evenings for parents evenings and school events
• Demonstrate that they are punctual and reliable.
• Have suitable references
• Understand Data Protection laws and feel confident adhering to school GDPR policies

Qualifications

Proven track record of delivering high quality, accurate and timely administrative support in a busy office or similar environment

· Experience of working with a Management Information System (the School uses SIMS)

· Secretarial or similar qualification is desirable

Knowledge

· Be aware of the safeguarding requirements in place in the School and abide by them at all times.

· Be aware of the School’s Aims & Ethos and ensure that actions taken are not in conflict with them. · Assist with the promotion of good order and discipline among the pupils.

· Be responsible for taking reasonable care of personal safety and that of pupils, parents, colleagues, visitors, volunteers and contractors.

Technical Work Based Skills

· Outstanding IT skills and familiarity with the full range of Microsoft products.

· Attention to detail and the ability to cope with conflicting demands, deadlines and interruptions

· Outstanding organisational skills with excellent time-management skills

Personal Attributes

· The ability to communicate effectively in person and over telephone

· The ability to build effective working relationships with staff and other members of the school community

· The ability to seek out and find solutions to a problem

· Flexibility in approach to people and working arrangements

· Ability to work independently and as part of a team

· High standards of ‘customer service’

· Enthusiastic and willing to go ‘above and beyond’

· Patience and good humour

· Empathy with children and young people

· Well presented for front of house activities

· Fully supportive of the aims & ethos of the school