As School Secretary, you should aspire to create an exceptional first impression of the school as the first touch point for all visitors, guests, parents, pupils and staff.
You are expected to provide confidential, consistent and professional administrative and secretarial support for the effective and smooth running of the School’s operations, particularly to the Academic Leadership and new admissions to the school.
We are looking for an individual who enjoys creating and fostering relationships with people, committed, open-minded, flexible, takes initiative, can work in a high pressure and fast paced environment, enjoys being surrounded by laughter, care and collegiality. A genuine interest in working with students is essential.
Customer Service
· Provide excellent service to walk-in traffic, including parents, pupils guests, and providing them with information or support when required.
· Collate and distribute internal and external mail efficiently, confidentially and in a timely manner
· Answer all incoming calls, directing / resolving and ensure timely follow up where required
· Work closely with Admissions to maintain, revise and update relevant documents on a periodic basis
· Respond to feedback, requests and concerns received, escalate where necessary
Administrative Operations
· Secretarial duties, including scheduling appointments & meetings and provide administrative support to the Headmaster
· Office Administration, including maintaining office stationery and supplies, Admissions materials, and raising orders/initiating purchase requisition through the school’s financial system
· Be an active member and liaison to Brighton Parents’ Club (I.e. The Brighton Society) that includes events planning & execution, meeting coordination and any other related matters.
· Liaise with internal teams as necessary: Teachers, Facilities, Housekeeping, Transport, Nursing, IT, etc.
· Provide support and participate in events management: internal/external communication, booking venues, arranging catering, taking photos, contributing to Marketing publications
· Collate and contribute to internal/external publications: newsletters, yearbooks, handbooks, etc
· Assist with maintaining compliance with Council of Private Education (CPE)
· Perform data collection/generate reports; such as pulling reports/data on pupils and/or staff as needed
· Maintain student and staff records on respective portals
Any other tasks as assigned by the school leadership team
Key skills & Experience:
· At least 5 years of administrative experience in a similar role
· Ability to deliver outstanding customer service to key stakeholders of the school
· Excellent interpersonal skills; the ability to communicate effectively with a wide range of individuals and to assess and diffuse confrontational situations
· Exceptional organizational skills with ability to multi-task and prioritize work, able to manage high volume workflow and deadlines
· Team player, who works with enthusiasm and energy
· Excellent English (native) spoken and written language skills.
· Proven experience of working in an international or MNC setting is required. Experience working within an educational setting would be an advantage
· High level of professionalism, with the ability to handle sensitive and confidential matters with appropriate discretion
· Self-disciplined and with excellent time management skills to work to deadlines
· Willingness and ability to work flexible schedule, including occasional evenings & selectweekends
Technical skills
· Excellent skills in Microsoft Office, especially Word & Excel
Experience of working with databases
· Working Hours: 8:00 am – 5:00 pm Monday to Friday ; No WFH arrangement available due to nature of role.
· Annual Leave:
· Medical Benefits: Group medical insurance
· Sick Leave/Hospitalisation Leave:
· Probation Period: NA
· Referee request: minimum 2 required.
· Background check: Required
Safegaurding:
The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Designated Safeguarding Lead or to the Head of School or indeed to the Regional CEO or Safeguarding Manager - Asia so that a referral can be made accordingly to the statutory services.
Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed. Appointment is subject to an enhanced Disclosure and Barring Service (DBS) check for regulated activity (if the candidate has lived in the UK) and/or criminal/police or equivalent background checks for all other countries inhabited (irrespective of whether you worked in those countries).
Job Highlights
· Join a successful and growing international school
· Experience a diverse and international environment
· Take up a key role in a dynamic organisation
