School Secretary - Chingford, United Kingdom - Normanhurst School

Description

We are looking to recruit an Office Secretary to work in our busy office at Normanhurst School in Station Road, North Chingford, E4 7BA.

• Excellent admin skills including outstanding levels of accuracy and attention to detail
• A high level of IT proficiency, including accurate typing and keyboard skills
• Excellent MS Office proficiency, including in Excel
• A high level of discretion and confidentiality
• Excellent written and oral communication skills
• The ability to communicate with a wide range of audiences
• The ability to work effectively as part of a team
• A high level of flexibility and commitment to the role
• The willingness to show initiative and take responsibility.

The position is to start as soon as possible, with the following terms of employment:

• Working 38 out of 52 weeks of the year (term times, training days + 3 weeks in the holidays)
• Hours from 8am until 5pm
• Salary £22,000pa
• Company pension scheme
• School lunches included during term times with complimentary refreshments

Main Purpose of the Role
This role is as a receptionist and admin secretary in a busy school office at Normanhurst School in Chingford.

You will have sufficient experience working in an office environment, proven secretarial skills and excellent awareness of customer service needs.

Experience using all Microsoft Office packages, especially spreadsheets in Excel and Word documents, is essential and previous use of large databases would be useful.

Main Duties and Responsibilities:


General

• To ensure that the office offers a welcoming environment for parents, visitors, staff and pupils.
• To answer the telephones in a personable and welcoming manner.
• To arrange appointments as necessary.
• To post letters/prospecti and other external correspondence
• To deal with enquiries from parents, staff and pupils as promptly as possible.
• To contact parents and outside agencies as necessary.
• To type letters, documents and promotional literature as required.
• To use the IT systems and help keep the Engage database uptodate.
• To record and file information, in strict confidence, when required.
• To attend meetings, taking notes and writing minutes as required.
• To photocopy and file relevant documentation.
• To assist with first aid for children and complete accident forms, as required.
• To administer medicines as required in accordance with parental consent.
• To assist with the school archiving.
• To ensure that all work, communication and demeanour conforms to Oak-Tree brand values.
• To be vigilant throughout the school day with regard to visitors entering and leaving the site, including signing in visitors.
• To promote equality of opportunity and antidiscriminatory practice.
• To comply with Child Protection procedures and report any concerns immediately to the relevant person.
• To follow Health and Safety procedures and report any concerns immediately to the relevant person.
• To follow the school's Data Protection Policy.

Pupil-Related Matters

• To oversee the administration of the Engage attendance system on a daily basis.
• To ensure that the Attendance Registers are completed correctly on Engage.
• To contact families to check absence as and when it occurs.

Reception Duties:

• To keep the staff signingin sheets regularly updated.
• To oversee the visitors' signingin book and ensure that lanyards are correctly issued and recalled.
• To oversee the pupil signingin book.
• To manage, open and distribute the daily post.
• To ensure that the Reception area is kept tidy and presentable for visitors.

Ordering:

• To authorise invoices, order goods once processed and authorised by the Office Manager, then to unpack and distribute goods on delivery and to pass delivery notes to the Office Manager.
• To maintain the main budgeting spreadsheets and keep uptodate with all daily orders.
• To check office supplies and, in conjunction with the Office Manager, order exercise books, diaries/planners, photocopying paper, accident books, school registers, batteries and any other items as and when required.

Extracurricular clubs:

• Together with the clubs coordinator create the termly timetables and publish to staff and parents.
• Produce report for Accounts Department and ensure they have this in time for invoicing.
• Keep registers for clubs updated and inform all staff of the registers at the beginning of term and any changes thereafter.
• Update accounts of any cancellations or credits as and when they are received.
• Liaise with Peri team for new pupils and feedback to parents when places are allocated.
• Inform parents as and when there are cancellations and or changes made to clubs.

Staff Support:

• To provide secretarial support for members of the Senior Leadership Team and other staff.
• To liaise with members of the Normanhurst School Parents' Association in matters that require support.
• To provide administrative support on a rotational basis at pare