School secretary

Responsibilities:

• Welcome and attend to parents, visitors, prospective parents and other stakeholders professionally.
• Receive and direct telephone calls, messages and enquiries appropriately.
• Manage the school reception and ensure it remains organised and welcoming.
• Attend to parents' enquiries and refer matters requiring management attention to the appropriate person.
• Communicate official school information to parents through approved channels.
• Send reminders, notices and announcements as directed by management.
• Respond to routine parent enquiries professionally and promptly.
• Maintain confidentiality when handling information about pupils, parents and staff.
• Maintain accurate and up-to-date student records.
• File admission documents, medical information, correspondence, assessment records and other relevant documents.
• Assist with new student registration and admission procedures.
• Prepare documents, letters, reports and other administrative materials when required.
• Keep proper records of incoming and out going correspondence.
• Prepare meeting schedules, minutes and attendance records where required.
• Assist the Head of School with daily administrative tasks.
• Maintain an organised filing system, both physical and digital.
• Monitor office supplies and notify management when replenishment is required.
• Assist with recording and monitoring school fee payments as directed by management.
• Issue approved receipts and payment confirmations.
• Follow up on outstanding payments professionally when instructed.
• Maintain accurate payment-related records and submit reports to management/accounting personnel.
• Assist with maintaining accurate records of pupils' attendance and lateness.
• Receive information regarding pupil absence and communicate it to the appropriate staff.
• Assist in coordinating school activities, meetings, examinations, excursions and other events.
• Assist staff with administrative requests and official documentation.
• Circulate approved information and notices to staff.
• Maintain staff-related administrative records as directed by management.
• Attend to enquiries from prospective parents.
• Provide approved information about the school's programmes, fees, admission process and policies.
• Schedule appointments and school tours for prospective parents.
• Ensure prospective parents receive a professional first impression of the school.
• Confidentiality & Professional Conduct
• Keep all school, student, staff and parent information strictly confidential.
• Avoid discussing confidential school matters with unauthorised persons.
• Maintain professionalism, courtesy and discretion at all times.
• Represent the school positively in all interactions.
• Perform other reasonable administrative duties assigned by the Head of School/Proprietress.
• Support the smooth and efficient operation of the school office.

Requirements:

• A minimum of 2 years of experience
• A minimum of a diploma