School Secretary Term Time +2 weeks (Spencer House Years 4-6)

KEY RESPONSIBILITIES

Reception Duties

• To take the lead in the reception duties for the School, greeting parents and any other visitors, answering the telephone, forwarding calls and taking messages when required.
• To greet pupils who arrive after registration has closed and accompany pupils to the classroom if necessary. To ensure that the appropriate entry is made on the attendance register and updating.

• Administration 
• To undertake general school communication whether verbal or written.
• To be the first point of contact for any general school queries.
• To upload correspondence to the School’s MIS.
• To be responsible for the opening and distribution of all correspondence and the despatch of outgoing post.
• To assist with the production and distribution of Weekly Updates posted on the Parent Portal
• To provide secretarial and general administrative whole school support as requested by staff.
• To deliver parents communications via Parent Post.
• To set up filing systems as required and ensure that these are maintained.
• To input, maintain and update pupil data kept on the School’s MIS and become skilled in its use for daily registration/attendance records, reports, input of assessment results and references.
• To issue and update reports and lists for Pupil Management including but not limited to Attendance, Attainment and Medical.
• To ensure that the school calendar is always up to date.
• To have overall responsibility for pupil records on the School’s MIS.
• To assist with the production of programmes for school performances, sports day etc.
• To book photographers for the annual school photographs and prepare the two-day schedule for the whole school.
• To book coaches for school trips, complete costings and ensure Risk Assessments are completed and signed off by the Bursary.
• To keep a record of charity monies.
• To maintain a visitors register and ensure visitors are assigned an appropriate lanyard.
• Verify identity of all supply staff
• Maintain a general stationary stock .
• Receive and check deliveries

General

•  To ensure that pupil attendance records are taken and absences recorded, ensuring that the Assistant Head is alerted to any unauthorised absences
• To distribute the register of pupils using the shuttle bus and ensure that the accompanying staff member has received a copy of this.
• To contact parents should any pupil who attended an after school club not be collected. and to supervise the pupil whilst awaiting collection.
• To attend meetings of administrative staff, H&S and general staff meetings when appropriate.
• To assist with the preparation and running of Open Mornings
• To act as Lead First Aider for Spencer House.
• Administer First Aid when required.
• To ensure that the Accident Record Book is up to date.
• To ensure that the Grab and go bags are maintained and checked regularly.
• Take a key role in co-ordinating fire drills.