Primary School Senior Secretary

We are looking for an exceptional and organised administrator who can play a key role providing high level support to the Primary School Principal and leadership team.
- Support the Principal and Vice-Principals in their work,
- Contribute to the smooth running of an operationally and functionally efficient Primary School Office.
- Join a positive and collaborative team to provide effective administrative support for Primary School colleagues.

When applying, please explain clearly how the knowledge, skills and experience that you bring would help you to succeed in this important role.

UWCSEA East Primary School is a positive and happy environment. Colleagues enjoy their work and want to do their best for our students at all times.

Everyone works hard, and anyone joining the school should expect to do so. There’s a strong sense of community as we aim to live our mission and guiding statements. We also aim to look after our staff. We provide excellent professional learning opportunities and are committed to staff development and supporting staff wellbeing.

**Main Responsibilities**

**Administrative Support**
- Act as personal assistant to the Principal including dealing with highly confidential and sensitive issues.
- Manage and oversee the Primary School Principal’s diary; supervising appointments and schedules efficiently 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.
- 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.
- Maintaining absolute confidentiality in all aspects of work.
- Playing an active and full part in the life of the school community.
- Challenging working practices and processes to make improvements.
- Prepare reports and correspondences and perform other assignments as assigned.

**Communications**
- Lead information and communication strategies for the Primary School Leadership Team (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