School Secretary - Full Time or Part Time

Culford is a boarding and day school for over 800 children aged 1 to 18, set in 480 acres of beautiful Suffolk parkland, with an 18th century grade II mansion at its centre and three separate schools: the Pre-Prep & Nursery (ages 1 to 7); the Prep (ages 7 to 13); and the Senior School (ages 13 to 18).

We believe in educating the whole person to deliver a well-rounded, fulfilled individual through excellent provision across the curriculum. Everything we do is informed by our firm belief that we wish to develop pupils that are flexible, dynamic, innovative and resilient to meet the challenges of their life ahead of them.

The Role

To support the day to day running of the Prep School and the office and administration to provide efficient and effective administrative support for staff and pupils. This role can be full-time or part-time.

Culford seeks to be a flexible, innovative, dynamic and resilient organisation and to develop these attributes in its pupils and staff. All colleagues are expected, therefore, to demonstrate these qualities in their work and attitudes.

A warm, caring character balancing a professional, task-oriented approach will provide the best possible framework for the Prep. Strong ICT skills are essential along with a problem solving approach and a can do attitude.

Candidates are not expected to have worked in an educational setting though must have an empathy and understanding of young children. Candidates without experience of an educational setting should, however, have worked with senior staff in a complex high-pressure commercial environment.

Key Responsibilities:

• Provide administrative support including printing, photocopying, working with MIS (currently iSAMS), event arrangement, trip administrative and ad hoc duties
• Assist the teachers with duties including supporting management of all events organised by the Prep
• Carry out data inputting, maintenance and report provision using the School database
• Culford Post: Compilation, proof reading and posting of articles on a weekly and adhoc basis in line with Culford styles
• Ensure our pupil filing system is up to date
• Deal with incoming post, emails and telephone calls. Respond directly where appropriate, draft replies or seek advice from the Head or Deputy Head as necessary
• Deal with arising issues. Take and communicate decisions where appropriate or consult with the Head or Deputy Head as necessary. Direct others and work with them to achieve desired outcomes
• Liaise with other offices, in particular, Prep School office, Finance & Operations, Admissions and Marketing, to coordinate and manage the efforts of all colleagues
• Oversee excellent office management with timely, accurate filing and record-keeping; a tidy, professional appearance and clear desks; a tidy and well organised workroom; a focused working environment
• Assist in overseeing an excellent front of house experience for visitors to include: a professional, courteous Reception and welcoming environment; reading materials and other welcoming touches; the automatic provision of refreshments for visitors
• Provide support to all members of the common room with their administrative needs and ensure that parents and pupils receive an excellent service from the School
• Organise, as required, music timetabling and LAMDA timetabling on a termly basis including liaison with peripatetic music teachers and providing event support
• Provide back-up to Pre-Prep School telephone switchboard 
• Provide basic first aid for pupils (training will be given). The school has a fully staffed Medical Centre on the school site who manage all medical matters and provide support
• Meet and greet in the mornings and for events during the school day
• Support staff in arranging trips and visits, eg visas for international pupils
• Provide PA support to the Head in the absence of the Head’s PA
• Any other duties commensurate with the position as requested

The Person

Qualifications and Training

• Highly proficient skills in English and Maths
• Highly competent user of Microsoft Office and/or Google Suite for Education
• Confident user of databases
• Good writing and proofreading skills
• Willing to undertake necessary training when required

Experience

• Working in a busy office environment
• Providing excellent customer service
• Supporting management colleagues
• Solid work history

Person Skills and Attributes

• Excellent verbal and written communication skills
• Articulate, bright and able to learn quickly
• Proactive, enthusiastic and hardworking
• Welcoming and approachable team player
• Sensitive and effective communication skills
• Smart and professional in appearance
• Discreet and able to maintain confidentiality
• The ability to prioritise and meet deadlines
• Confidence to deal calmly with difficult issues
• Confidence to challenge and improve systems

The Application: Working Days: 08:00 to 16:30, with one hour for lunch. This could be a full-time or part-time role.

Salary: DOE

Start Date: 31 August or as soon as possible thereafter

Holiday: This is a term-time only position plus INSET days and 10 working days during the holidays, arranged for the beginning and end of each term. Holidays must be taken during non-term/school vacation periods. May Day is a working day. 

Benefits: include pension scheme; membership of Culford Sports and Tennis Centre; free lunch provided when the dining hall is open: free parking on site.

Reports to: Deputy Head - Prep School

Closing date is 12 August with interviews on 18 August.

Culford School is committed to safeguarding and promoting the welfare of children and we expect all staff to share this commitment. This post is exempt from the Rehabilitation of Offenders Act 1974; pre-employment checks will be carried out, references will be sought and successful candidates will be subject to an enhanced DBS check and other relevant checks with statutory bodies.

We comply with the Disclosure & Barring Service (DBS) code of practice and have a written policy on the recruitment of ex-offenders, both of which are available on request. As you have been shortlisted, you are required to declare any relevant convictions, adult cautions or other matters which may affect your suitability to work with children. As a result of amendments to the Rehabilitation of Offenders Act 1974 (exceptions order 1975) in 2013 and 2020, some minor offences are now protected (filtered) and should not be disclosed to potential employers, and employers cannot take these offences into account.

If you are unsure whether you need to disclose criminal information, you should seek legal advice or you may wish to contact Nacro or Unlock for impartial advice. There is more information on filtering and protected offences on the Ministry of Justice website.

Nacro - https://www.nacro.org.uk/criminal-record-support-service/  or phone 0300 123 1999

Unlock – http://hub.unlock.org.uk/contact/  phone 01634 247350 text 07824 113848

Applicants must be living in the UK and be able to provide suitable evidence of their Right To Work in the UK.