The School Secretary is responsible for performing administrative and clerical duties at a school, including greeting visitors, answering phones, and responding to email inquiries. The School Secretary manages the school's office and assists the administration, staff, students, and parents. The School Secretary's tasks are designed to support the smooth operation of the school.
The School Secretary must perform a host of administrative and clerical tasks that ensure the effective functioning of the school. S/he must:
- Answer phones and respond to inquiries with a professional demeanor.
- Welcome and direct visitors appropriately.
- Manage mail, email, and paper documents efficiently.
- Assist teachers and staff with clerical tasks as necessary.
- Maintain school records in electronic and paper format.
- Schedule appointments and meetings and reminds attendees.
- Prepare agendas and attend meetings to take notes.
- Order, organize, and maintain office supplies.
- Handle confidential information with sensitivity and discretion.
- Perform other tasks as assigned by the administration.
The School Secretary position requires a high level of organization and administrative skills. The School Secretary must have:
- Excellent communication and interpersonal skills.
- Strong computer and keyboarding skills.
- Proficiency in word processing, spreadsheets, databases, and email.
- Familiarity with standard office equipment like copiers, fax machines, scanners, and printers.
- Ability to work independently and take initiative.
- Strong multitasking abilities.
- Attention to detail and ability to follow through.
- A customer-oriented mindset and a willingness to help others.
While no formal education is required for the School Secretary position, an associate's or bachelor's degree in office administration, secretarial science or a related field is preferred. Previous experience working in an office, school, or customer service setting is desirable.
Are you looking for a School Secretary to join your team? Creating a clear and concise job posting will attract highly qualified candidates who are a good match for your school's needs. Here are some tips on how to create an effective School Secretary job posting.
Job Title and Overview
The job title should clearly indicate that the position is for a School Secretary. In your job overview, include a brief summary of the job duties and responsibilities. This will help prospective candidates quickly understand what the role entails.
Outline the necessary requirements for the position, such as education, experience, and skills. Be specific about the level of education required, such as a high school diploma or bachelor's degree. If you prefer a candidate with experience, indicate the number of years of relevant experience required. List any necessary skills, such as proficiency in Microsoft Office or strong communication skills.
List out the duties and responsibilities of the School Secretary. This could include answering phones, greeting parents and visitors, managing schedules and calendars, maintaining school records, and providing administrative support to school staff.
Include a section outlining the personal qualities and attributes that would make a candidate a good fit for the position. Highlight qualities such as excellent organizational skills, attention to detail, strong multitasking abilities, and a passion for education.
Salary and Benefits
Be transparent about the salary range and benefits for the position. This will help attract candidates who fit your budget and are looking for the benefits you offer. Mention any additional perks, such as a flexible schedule or professional development opportunities.
Specify the application process for the position. Indicate where the applicant can submit their resume and cover letter, and provide a timeline for when you will be contacting candidates. Mention any other materials you would like to receive, such as references or a portfolio.
Following these tips will help you create an effective School Secretary job posting that will attract highly qualified candidates who are a good match for your school's needs.
What is the role of a School Secretary?
A School Secretary works alongside the school administration team by providing administrative support. This typically includes duties such as handling phone calls, drafting and sending correspondence, maintaining student records, and managing daily schedules.