SCHOOL SECRETARY NEEDED

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 Reception & Adminstrative


 Receive parents and visitors, listen to their queries and respond to them accordingly.

 Answer telephone calls and keeping written records of telephone messages for the Head.

 Receive any documents addressed to the school. These should be stamped (signed with date of receipt) and duly handed over to the Head. Maintain records if required.

 Liaise with teachers, parents, and other professionals including social workers in a polite manner.

 Take parents’ messages for teachers when need be.

 Prepare weekly reports as per the format and deadline provided by the Head. These should be submitted every Friday by 10.00am. Reports must be compiled accurately and efficiently.

Handling Visitors

 Ensure that official visitors sign the visitors’ book and log book.

 Provide visitors with appropriate directions and helping them move around the school when necessary.

 Ask the Head teacher and Operations Manager’s availability before sending any visitor to their office or transferring any telephone call.

Handling Admissions Processes

 You will solely be in charge of handling the admissions process from start to finish.

 Prepare admissions information for display e.g. fee structure, birth dates etc.

 Maintain a register for recording each admission form issued, received and enrollment details.

 Be in charge of arranging interview schedules, organizing of observation day and communication with new applicants (parents).

 Offer all required information and assistance required by the applicant from our school office. Ensure the applicant feels comfortable and is well informed of all processes required.

 Consult the Head if there are any special requests concerning school fees.

 Enter all required information in the ERP as instructed by CEO and CA.

 Keep records of all admission forms even if not enrolled.

 Assist in organizing Orientation meeting in January. Prepare signing lists, class lists for display etc

 Issue all important circulars concerning the admissions process according to protocol.

 Maintain communication with new applicants via a WhatsApp group to keep them informed of any important issues regarding the admissions process.

Attendance, Punctuality & Regularity

 Maintain daily records of staff and students attendance. Ensure their letters are submitted to you for filing. Keep the documents in an organized manner until required for filing in their personal files.

 Maintain records of students who are leaving late (i.e. after 01:00pm onwards).

 Prepare late comers and early going list for the staff and students and submit the list to the school Head as per the stipulated deadline by the Head.

 Check student’s attendance with teachers daily. Ensure a follow up is made for children who are absent for more than three days without any information from Parents. Submit a report of such absenteeism immediately.

 Keep records of parents’ communication regarding student’s absence or other information. File the letters for future reference.

RECORD KEEPING

 Typing/writing /filing and keep records of documents such as registration forms, commitment forms, students’ classroom files and other documents as instructed by the school head.

 Prepare students ID cards and get them signed by the school Head. Ensure each child is issued with a Student ID.

 Ensure official documents are sent through a dispatch book.

 Deal with school funds (Logo, ID cards replacements, damage and lost library books etc) and handover to the school accountant on a timely basis.

 Issue VFD receipts to parents accordingly.

PRINTING AND STATIONERY

 Operating and maintenance of RISO copier machine. Make copies of circulars, worksheets, homework sheets and other office documents and distribute them accordingly. Keep the records of copies made and distributed.

 Handle printing of workbooks and allocate a team for stapling and binding of the books.

 Keep records of Workbooks, other books (exercise books, art books etc), sports T-Shirts, leaving certificates and Report cards required in classes. Distribute these books as and when required in all classes.

 Inform the Head if the stock has depleted and follow up on any orders placed for these items.

 Stock of report cards and school leaving certificates must be checked in the first week of February based on the number of students. Any purchase required must be finalized latest by end of February every year.

 Stock of ID cards, logos and commitment forms must be checked by April every year.

OFFICE EQUIPMENT AND FACILITIES

 LUKU, TTCL and Mobile phones should be checked and recharged accordingly.

 Ensure all equipment is duly serviced and functioning well.

 Inform the school Head in case of any break downs or emergency repair

 Assess the condition of school facilities such as swimming pool, computer room etc. and ensure everything is functioning well. Follow up on any repair and maintenance required.



REFRESHMENTS

 Keep the records of staff refreshments and order them accordingly.

 Refreshments for school events must be well planned and distributed as required.

CLASSES

 Follow up on outstanding fees.

 Follow up for long absenteeism.

 Administering First Aid to children if required.

 Assist in organization/planning of school events and school trips when required.

 Update school prospectus.

MARKETING AND SURVEY

 Should have latest proformas for items required at school, which includes stationery, printing, teaching aids etc. and maintain supplier relationships.

 Check the requirements and place order for the same. Check quality and confirm with the Head before ordering.

 Maintain Invoice records for all three (3) schools.

 To undertake any other additional duties as required by the head teacher, CEO, and CA.




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