ACS International School Egham is recruiting for a Lower School Secretary to provide efficient and effective administrative support to the Lower School Principal and support in the administrative management of the Lower School.
PRINCIPAL ACCOUNTABILITIES
- Assists students on a daily basis (i.e. using the telephone to call home, photocopying etc.).
- Manages parent enquiries as the first point of contact for day-to-day parent enquiries.
- Works closely with the Principal and Assistant Principal
- Ensures enquiries from stakeholders are dealt with efficiently and referred if necessary.
- Promotes positive, professional working relationships.
- Ensures records are kept in a secure and confidential manner in line with GDPR regulations.
- Disseminates information to stakeholders, schedules appointments for students/staff/parents.
- Liaises with various other departments to ensure good communications.
- Manages daily attendance and late arrivals - monitors for any concerns
- Oversees student attendance. Calls parents if a child is absent. Maintains official registers.
- Manages and maintains the student MIS (PowerSchool & Schoology).
- Manages the daily list of LS attendees at JAG Club, orders the snacks and sends out the billing to parents.
- Supports the Principal with arranging and setting up meetings
- Works with Principal to maintain divisional budget; creates purchase orders for teachers; orders supplies; sets up new supplier records; processes invoices to accounts department and amends discrepancies; orders stationery for the Lower School.
- Assists teachers with claims for reimbursement.
- Supports parents in accessing reports on the MIS.
- Coordinates/schedules parent/teacher conferences twice yearly.
- Provides first aid support for Lower School as required.
- Informs all departments of Lower School activities that may affect them.
- Assists Lower School with: maintaining online calendar, reporting maintenance requests, creating student certificates, scheduling photos.
- Ensures classrooms are correctly labelled.
- Supports with reference requests from external schools.
- Creates transcripts (and any additional documents required) for students leaving
- Assists the Principal with calendar planning.
- Produces a list of student birthdays every month.
- Manages a ‘sign in / sign out’ system for Lower School.
- Maintain a PD file on teachers.
- Supports staff and oversees the running of the LS section of the School’s intranet system (Schoology).
- Emails out the MAP results to parents following the three assessment cycles.
- Supports the allocation for all afterschool activities – scouts, home language instruction, clubs and the after-school club – liaising with those who are responsible for these areas.
- Manages the daily sign-up process for the Jag Club, deals with parent inquiries and sends monthly bills to the parents.
- Maintains records of after-school activities, communicating with the after-school coordinator, HLE coordinator and music tuition coordinator.
- Updates a daily bus list, to ensure that the location of all LS students is known, and bus monitors know which students to accompany after dismissal.
- Develops a resource database of trips, visitors and events that may connect to academic programmes.
- Works with LS leads to review trip and visitor options and book events.
- Supports with the completion of all documentation for trips as required and the submission of documentation onto Safety Cloud.
- Liaises with the LS Assistant Principal with regard to the requirements on Safety Cloud.
- Coordinates DBS Risk Assessments for all visitors.
- Ensures compliance with the Department of Education requirements for student attendance.
- Ensures compliance with the General Data Protection Policy.
- Fulfills other duties as requested by the principal.
KNOWLEDGE, SKILLS AND EXPERIENCE
- Excellent written and verbal communication skills.
- Excellent IT skills.
- Excellent understanding of administrative demands of a school.
- Customer service experience (essential).
- Administrative experience, working in a busy environment (essential).
- Experience of working with database management and finance systems (essential).
- Secretarial experience in a school environment (desirable).
- Strong interpersonal skills.
- Collaborative team player who is flexible and adaptable.
- Ability to problem solve effectively under pressure.
- Confident in simultaneously dealing with a variety of tasks and constituents.
- Well-organised with a good eye for detail.
- Diplomatic and sensitive to confidential matters.
- Personal drive and initiative.
- Loyalty and integrity.
- Enjoys people!
This is a term time, permanent role, working Monday to Friday 8:30am- 3:30pm.
ACS is committed to inclusion across race, gender, faith, identity and abilities. We believe that diversity helps us to fulfil our purpose, realise our vision and exemplify our values. ACS is committed to safeguarding and promoting the welfare of children and young people and, as an employee of ACS, you are expected to share this commitment. This position is therefore subject to an enhanced Disclosure and Barring Service Check.