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The School Secretary contributes to the effective and efficient running of the school by providing a professional support service to the Headteacher, Leadership Team and other Staff members at all times.

The role is from Monday to Friday from 8am to 5pm.

The duties and responsibilities of the School Secretary include, but are not limited to:-

1. Reception Duties

• Oversee the visitor schedule, greet visitors and coordinate sign in and welcome procedures.
• Answer incoming calls, deal with enquiries, forward callers and take messages and call back numbers if appropriate.
• Keep ISAMs UpToDate and make any updates when necessary.
• Maintain the reception area ensuring it is a warm, welcoming and professional environment.
• Prepare and post daily attendance lists for breakfast club, classes, sports, after school clubs and activities.

2. Executive Assistant Duties

• Manage the diaries of the Headteacher, ensuring online calendars are up to date.
• Attend regular meetings with the Headteacher to discuss diary priorities, deadlines and other relevant matters.
• Provide meeting support, preparing agendas, relevant documentation and taking and circulating minutes if required.
• Manage meeting logistics including venue and travel bookings, catering and IT support.
• Prioritise incoming mail and respond within designated turnaround time, reply to routine correspondence and follow up items as directed.
• Assist with 11+ and 13+ admin support.
• Support in the planning and preparation of Ofsted and other regulatory visits.
• Assist in preparing the school newsletters.
• Provide support in organizing Christmas and End of Year performances.
• Help in collating termly Governors’ reports.

3. Operational Support

• Ensure all school registers, both manual and electronic, are completed and filed on a daily basis.
• Communicate with parents and classroom teachers regarding attendance, absences, illnesses and collection arrangements.
• Assist in the coordination of school trips and book transport if required.
• Provide support for school events such as open days, parent evenings, staff activities.
• Act as a fire marshal in an emergency situation and help enforce all emergency evacuation procedures.
• Respond to ad hoc requests from staff for reports and assistance.

4. Administration Support

• Receive, sort and deliver mail and other deliveries in a timely fashion.
• Assist teaching staff to contact parents.
• Respond to general email enquiries or direct the enquiry to the relevant person for response.
• Provide administration support to the Headteacher of the School and other members of the Staff as required.

Heathside School is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening appropriate to the post.