School Secretary

Job description

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 Pre-Prep School; to run the office and administration of the Pre-Prep and provide efficient and effective administrative support for staff and pupils.

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 Pre-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 adhoc duties
• Assist the teachers with duties including supporting management of all events organised by the Pre-Prep
• Carry out data inputting, maintenance and report provision using the School database
• Culford Post and weekly newsletter: 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 and 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 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 on a termly basis including liaison with peripatetic music teachers and providing event support
• Provide back up to the 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
• Offer additional support to the after school care group if required
• Managing the end of day sign out and collection from clubs
• 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 proof reading skills
• Willing to undertake necessary training when required

Experience

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

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

Working Hours: Monday to Friday 08:00 to 18:00, with one hour for lunch

Salary: Dependent upon experience

Start Date: Monday 26 September, or as soon as possible thereafter

Holiday: This is a term-time only position plus inset days and two weeks during the holidays to support the beginning and end of each term

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

Reports To: Head of Prep & Pre-Prep

Closing date for applications is Friday 19 August with interviews taking place on Wednesday 24 August.

As an equal opportunities employer, Culford School is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.

We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join Culford School.

Culford School puts at the centre of its operation the safeguarding of the pupils of the school. There is a commitment to keep safeguarding at the forefront of every employee and volunteer’s mind. We encourage a culture of challenge, not just to act when there is a need, but also in the way we think to ensure the risks of harm to the pupils’ individual welfare are minimised.

Job applicants will undergo appropriate child protection screening and be subject to checks with previous employers and the Disclosure and Barring Service. Successful applicants must complete mandatory pre-employment training in safeguarding and other key areas before the commencement of employment.

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