Primary School Senior Secretary

UWCSEA East is seeking a Primary School Senior Secretary to join as soon as possible. We are looking for an exceptional and organised Personal Assistant and Senior Secretary who can play a key role providing high level support to the Primary School Principal and leadership team.
- Support the Primary School Principal with organisation, communication and planning at the highest, broadest and most confidential level.
- Contribute to the smooth running of an operationally and functionally efficient Primary School Office.
- Interact with a wide range of different stakeholders including students, colleagues, external providers, visitors and guests and an ability to communicate across many different social and cultural dimensions with sensitivity, is required.
- Join a positive and collaborative team to provide effective administrative support for Primary School colleagues.

**Main Responsibilities**

**Administrative Support**
- Act as personal assistant to the Principal providing confidential secretarial and logístical support, including dealing with highly confidential and sensitive issues.
- Manage and oversee the Primary School Principal’s diary; supervising appointments, screening calls and communication, scheduling appointments, organising meetings and minute taking where required, to ensure her time is used in the most effective way.
- Ensure the Principal is informed of, and prepared for, all forthcoming meetings, visits, events, issues and important diary dates.
- Plan, organise and assist in all preparations for meetings/conferences/staff events, both inside and outside school.
- Prepare agendas for meetings and record meeting minutes when necessary, in liaison with the Primary School Principal and Primary School Leadership Team (PLT).
- Develop and manage administrative support for the Primary School Principal, Vice-Principals and other academic staff and liaise with other operational departments when necessary.
- Devise and plan workflow with the Primary School secretaries, ensuring that routines and projects are managed in a timely and efficient manner, with a proactive lens.
- Monitor and track reports for student leavers or transfer to other Schools.
- Create, maintain and update confidential staff and student files/ records, maintaining effective and orderly confidential electronic and paper filing systems.
- Assist in updating all curriculum documents related to Primary School.
- Maintain a log for all annual subscriptions/ licences to ensure renewal and renegotiation where appropriate.
- Responsible for the use, updating and maintenance of relevant parts of the schools information management systems.
- Develop and maintain Primary School microsites and information on the College website.
- Supporting the Principal in the collation and production of assessment and statistical data for analysis.
- Be aware of and comply with policies and procedures relating to health and safety, security, confidentiality and data protection, reporting all concerns to the appropriate person.
- Ensure all reporting guidelines and timelines are updated and adhered to in line with grade secretaries and PLT and entered into the system.
- Ensure a keen eye over the Primary School calendar, paying attention to clashes, upcoming events, timelines etc.
- Playing an active and full part in the life of the school community.
- Prepare reports and correspondences and perform other assignments as assigned.
- Challenging working practices and processes to make improvements.

**Communications**
- Lead information and communication strategies for the PLT liaising with the Communications Department and others to ensure consistency and continuity across departments.
- Managing all official correspondences from the Principal to staff/students/parents.
- To act as the first point of contact for Primary School, greeting visitors, ensuring that security processes are in place and followed and providing hospitality as appropriate.
- Co-ordinating the content for school publications including newsletters, reports, questionnaires and liaising with external publishers as necessary.
- Screen and manage communication flows directed to the Primary School Principal.
- Liaise and communicate with stakeholders in the community developing positive relationships and undertaking this with a high standard of customer focus.
- Communicate with organisations and agencies on behalf of the Primary School Principal.
- Liaise with teaching staff and support staff throughout the school on behalf of the Primary School Principal.
- Assist secretaries in collaborating with the Admissions Department on new arrivals, organising information/resources for new students and their families orientation.
- Maintain the staff absence and cover records for monthly review with the Principal.
- Support relief cover for staff absence as and when necessary.
- Be responsible for reporting any concerns about a child to the Designated Safeguarding Lead.

**Recruitment**
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