We are seeking an organised, professional, and approachable School Secretary to join our busy school office team. This is a key front-facing role, providing exceptional administrative and reception support to ensure the smooth day-to-day running of the school.

Description

Role Overview

We are seeking an organised, professional, and approachable School Secretary to join our busy school office team. This is a key front-facing role, providing exceptional administrative and reception support to ensure the smooth day-to-day running of the school. The successful candidate will be the first point of contact for parents, pupils, staff, and visitors and will play an important role in supporting the wider administrative functions of the school.

As School Secretary, you will provide efficient reception and administrative support across a wide range of school operations, including attendance administration, pupil welfare, examinations support, communications, and general office management. This is a varied and fast-paced role suited to someone who is calm under pressure, highly organised, and able to manage multiple priorities with professionalism and discretion.

Key Responsibilities

Reception and Front Office

• Act as the main point of contact for visitors, staff, parents, and pupils
• Answer and direct telephone calls promptly and professionally
• Manage visitor sign-in procedures and safeguarding protocols
• Escalate calls and queries to the Office Manager where appropriate

Attendance Administration

• Maintain accurate pupil attendance records
• Monitor attendance throughout the school day
• Follow up on missing registers with teaching staff
• Contact parents regarding pupil absences when required
• Sign pupils in and out during the school day
• Keeping databases, address lists, and pupil records up to date

Student Welfare

• Support pupils who feel unwell and ensure appropriate procedures are followed
• Provide front office cover for the School Nurse when required
• Ensure pupils leaving school due to illness are signed out correctly

School Administration

• Send school communications and letters (including Trips and Sixth Form as needed) via iSAMS
• Maintain confidential pupil records and filing systems
• Support school events and administrative projects
• Create locker labels and tuck cards for new pupils
• Liaise with parents regarding emergency contact and medical information
• Liaise with IT regarding technical support requirements

Examinations Support

• Assist the examinations team with exam processing and certificates
• Maintain accurate records for examination documentation and distribution

Office Organisation

• Process incoming and outgoing post
• Manage staff pigeonholes
• Book taxis for staff members

Sixth Form Responsibilities

• Support the Sixth Form front desk daily between 10:45am and 12:45pm, undertaking duties including, but not limited to, the following:
• Supporting the Sixth Form Manager and carrying out day-to-day tasks as directed
• Completing visitors’ forms for the speaker programme and Sixth Form events
• Supporting the compilation of the Sixth Form Notices and Futures Newsletter

Additional Responsibilities

• Support Duke of Edinburgh administration
• Undertake Fire Marshal duties
• Carry out administrative and research tasks during school holiday periods as directed by the Head
• Support the Sixth form front desk daily during the hours of 10:45-12:45pm
• Compliance with Health & Safety responsibilities
• Participation in appraisal and professional development/training
• Flexibility to adapt to changing school needs and duties

The Successful Candidate Will Have

• Excellent organisational and administrative skills
• Strong communication and interpersonal skills
• A professional and welcoming manner
• The ability to work efficiently in a busy environment
• High levels of accuracy and attention to detail
• Confidence using Microsoft Office
• Experience in school management systems such as iSAMS is desirable
• A commitment to confidentiality and safeguarding

Safeguarding

Francis Holland School is committed to safeguarding and promoting the welfare of children and young people. All staff are expected to share this commitment and adhere to the school’s safeguarding policies and procedures. The successful applicant will be subject to enhanced DBS and safeguarding checks.

Application

Interested candidates are invited to submit an application via My New Term. The closing date for applications is 8:00am on Monday 15th June. First stage online interviews will take place w/c Monday 15th June. Final stage interviews will take place w/c Monday 22nd June. Applications will be considered as they are received. The school reserves the right to appoint at any stage.