[26978] - School Secretary

School Secretary

Full time office-based role – all year round  

Hours: 8am – 5pm

Salary: £32,000 – £35,000 per annum  

Immediate Start
Based: Southwest London / Surrey

Our client, a prestigious school in the west surrey area is currently looking for school secretary to join them on a permanent basis. This pivotal role ensures the smooth operation of the school office and serves as the first point of contact for students, parents, and staff.

Key Responsibilities

Administration

• Become an expert user of the School’s MIS (e.g. Managebac, SchoolsBuddy, Involve,
• OpenApply), and provide training to users across the School.
• Manage communication to parents via MIS platforms – Managebac, SchoolsBuddy
• Maintain accurate records to ensure a smooth transition from admissions, enrolment and
• Update student files and records across all grades.
• Provide secretarial and administrative support as required for the Senior Leadership Team
• (SLT).
• Prepare agendas, documentation, and minutes for staff briefings and meetings
• Manage the academic calendar and liaise with departments for updates.
• As required, update the Staff Handbook in collaboration with the PA to the SLT and

Communications Team.

• Co-ordinate documentation for inspections as required.
• Maintain and distribute student evacuation registers.
• Arrange periodic confidential waste collections and filing of associated destruction
• Collation of merits and infringements, creating certificates for those students over 10
• Create the annual detention rota and assist the Deputy Head Pastoral in the organisation
• of detentions for students.
• Maintain confidentiality in all aspects of the role.

Communication

• Act as the main point of contact for parents in relation to absence, clubs, events etc
• Build constructive relationships with external organisations and stakeholders.
• Handle incoming calls, emails and visitors with professionalism and discretion

Attendance

• Review and report daily student absences in line with the School’s policies
• Ensure compliance with safeguarding and data protection protocols
• Liaise with Advisors, DSL, and SLT as appropriate.
• Produce weekly attendance reports highlighting students nearing or reaching attendance

thresholds.

Other Duties

• As part of the Administration Team, provide support during peak periods or staff

absence.

• Manage stationery, planners, and exercise book orders within budget.
• Provide reprographic support (binding, laminating).
• Cover Reception duties during lunch and absence.
• Deputise for PA to the SLT in periods of absence.
• Undertake IT training to support the school’s move toward paperless systems.
• Attendance and support at key School events, when required, such as Open Days,
• Alumnae Events, Graduation etc.
• Any other duties as required commensurate with the role.

Person Specification

• Professional and friendly demeanour
• A “people person” with a warm and engaging personality and excellent customer facing skills
• Excellent interpersonal and communication skills, with the ability to relate well to a diverse range of people
• Excellent organisational skills with a high level of attention to detail
• Can demonstrate and has proven experience of dealing with sensitive situations with integrity, tact and diplomacy
• Flexibility, enthusiasm and commitment
• Excellent written and spoken English
• Excellent IT skills – Excel, MS Word
• Minute taking skills and experience using MS Word
• Strong organisational skills, able to multitask, meet deadlines and plan/prepare ahead
• Ability to write, proofread effectively and draft communications for others
• Solid administrative experience, including diary management

• A high level of attention to detail and accuracy
• Well-developed organisational skills and time management skills, including the ability to prioritise and manage workload
• Ability to work as part of a team and independently
• Relationship-building skills, to work with others and to convert initial enquiries into successful enrolments
• Portable Enhanced DBS desirable

The Person Specification

Education and Qualifications

• Good standard of general education, at least to GCSE level with a solid pass in Maths and
• English

Skills, Knowledge & Experience

• Proven experience in administrative or secretarial roles (school experience preferred).
• Excellent verbal and written communication skills (English), with the ability to
• communicate effectively with a variety of internal and stakeholders
• Good interpersonal skills to build relationships with parents, pupils and colleagues.
• Friendly, empathetic, and professional demeanour.
• Ability to work independently and collaboratively within a team
• High level of discretion, confidentiality and professionalism
• Excellent attention to detail to maintain accurate records
• Ability to multitask and remain calm under pressure
• Flexible and adaptable to changing priorities with the ability to think logically on your feet
• Solutions focused with strong initiative
• Pro-active, able to make suggestions for improvement and change
• Proficiency in Microsoft Office Suite and school database systems. Training will be

provided.

• Willing to learn new skills and take ownership of CPD

Safeguarding

• Committed to safeguarding and promoting the welfare of children and young people
• Model professional conduct at all times
• Attends all required safeguarding training and adheres to the School’s Policies

Mission and Ethos

• Strong alignment with the mission, vision, and values of Marymount International school
• Supports and embodies the Catholic ethos and RSHM values of the school
• Genuinely committed to student wellbeing, character development, and community engagement
• Willingness to contribute actively to the spiritual, co-curricular, and pastoral life of the school