Job Title: Secretary/Administrator - Samares
Post requires candidate to be entitled for work: Yes
Hourly rate: £19.66
Contract Type: Permanent
Full time/Part Time: Part Time
Term Time only post: Yes
Advert Closing Date: 08/06/2025
Job Overview
Are you looking for a new challenge? Would you like to play a key, front-facing role in the life of our welcoming and friendly school?
Our school administrators are a welcoming face for our families, visitors, and students and play an integral role in the smooth running of all administration aspects of the school.
We are looking for someone who is a good team player, has excellent interpersonal and organisational skills, be able to prioritise effectively within a busy environement and is flexible in their approach. Experience of working within a school environment would be beneficial.
Please contact Allison Soulsby, School Business Manager, – a.soulsby@samares.sch.je for an informal discussion about the role.
Job Purpose
To provide professional, comprehensive, and efficient administration and secretarial services to the Headteacher and staff of Samares School.
To provide a friendly and welcoming front of house reception service, dealing with enquiries and visits from parents, suppliers, staff and pupils in a helpful and courteous manner.
Statutory Responsibilities
Active engagement, participation and compliance with any other statutory responsibilities applicable to the role, as amended from time to time.
Job Specific Outcomes 1 of 2
Provide first point of contact by:
a) telephone service by receiving and screening calls for the school to ensure their right to information or visits to the premises and escalating any concerns as appropriate.
b) managing arrivals and departures to the school including the door entry system and electronic check-in device.
c) face-to-face contact, managing school emails and diaries. Deal with enquiries where possible or redirecting as necessary.
Maintain accurate records of the school’s budget by processing orders, checking receipt of goods, and checking and passing invoices for payment in accordance with delegated financial management procedures.
Establish and maintain appropriate administrative and database systems and procedures to ensure the effective and efficient dissemination of information and functioning of the school, always complying with confidentiality and data protection requirements. This will include confidential pupil electronic records and files, future admissions to the school, medical checks, parent/teacher consultation evenings etc.
Job Specific Outcomes 2 of 2
Liaise with a wide range of people such as other schools, teachers, parents, sponsors, advertisers, printers etc. to support the work of the school.
Undertake any confidential copy typing, reply to routine matters on behalf of the senior leadership team and make travel and hotel bookings as may be required from time to time.
Ensure stationery and resource requirements are met and maintained to the required levels and reorder when stocks are low, ensuring value for money.
Undertake photocopying, scanning, filing laminating and binding tasks as necessary.
Undertake any other reasonable request of the Senior Leadership Team.
Person specification
A good standard of education, particularly in literacy and numeracy, be educated to a minimum of GCSE Level or equivalent.
An experienced secretary/office administrator with excellent administrative and organisational ability.
Bookkeeping skills/knowledge.
Knowledge
Good working knowledge of the work of all sections within CYPES along with a knowledge of corporate policies and procedures.
A good understanding of data protection requirements.
Technical Work Based Skills
Excellent information technology skills are essential, especially Office 365 – Word, Excel, PowerPoint, together with knowledge of other office equipment.
General skills / attributes
Excellent interpersonal skills and deal diplomatically with a wide range of people.
The ability to exercise a high degree of confidentiality.
Ability to work on own initiative and prioritise effectively within a busy environment.
Experience
Experience of working in a complex organisation with a large and varied client base and the ability to feel comfortable when dealing with a diverse mix of groups and individuals
Jersey Public Service Careers
Across the Jersey Public Service, the scope of our work means our people enjoy a wide range of opportunities—working with recognised experts across teams, learning new skills, and developing their careers. We actively seek to recruit people from different backgrounds with diverse perspectives, creating a richer, more varied environment where you’re exposed to new ideas, new ways of thinking, and new opportunities to build an exciting and rewarding career.
To maintain the highest standards of public service, we have a rigorous screening process, to ensure candidates align with our values, skills, and professional requirements. This helps us create a trusted, capable workforce that can deliver excellence and safeguard our community.
Extraordinary, every day.
