JOB PURPOSE
To provide administrative, clerical, and secretarial support to the Principal, school staff, and Board of Governors. Assist with the organization and management of the school office.
MAIN DUTIES AND RESPONSIBILITIES
1. Supervision
* Allocate, control, and monitor work of appropriate staff.
* Identify and provide on-the-job training to appropriate staff.
Note: This is a discretionary element of the job description. The grade may be awarded if supervision is not a component of the post.
1. General Administrative Processes and Records
* Provide administrative, clerical, and secretarial support for the Principal, school staff, and Board of Governors.
* Develop, maintain, and operate manual and/or computerized information systems related to pupils, staff, budgets, meals, maintenance, examinations, care, medical services, recruitment, transport, etc.
* Complete and submit all required returns/records.
* Communicate with relevant personnel to exchange information.
2. Purchasing and Supplies Administration
* Oversee requisitioning procedures, including ordering, purchasing, receiving, checking, storage, and distribution of resources.
* Manage stock control of resources.
* Arrange for the maintenance of equipment in collaboration with other school and board staff.
3. Finance
* Receive, receipt, and account for all cash.
* Bank monies and maintain banking records.
* Assist with financial procedures and communicate with relevant personnel.
4. Reception, Secretarial, and Secretariat
* Operate the telephone/switchboard, receive visitors, and provide hospitality as needed.
* Perform word processing, typing, filing, duplication, and photocopying to support administrative tasks, including the use of email, intranet, and internet facilities where appropriate.
* Sort, screen, and distribute mail.
* Ensure secure storage of valuable items and confidential documents.
* Draft correspondence, update guest lists, issue invitations, and prepare tickets and programs for school events.
* Maintain diaries, schedule appointments and meetings, and provide secretarial support to staff.
* Communicate regularly with external agencies, such as medical personnel and social services, to exchange information.
* Keep staff, pupils, and parents informed about school activities.
* Service meetings and draft minutes as required.
5. Other duties
* Assist work placement students with practical tasks within the school office where appropriate.
* Perform other duties as assigned within the scope of the job.
It is acknowledged that the contents of this generic job description are not subject to appeal.
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