School Secretary

Position Requirements • Post-secondary certificate/diploma in Business, Office Administration, Management, Tourism, or a related field. • Proficiency in Microsoft Office, including Word and Excel, and relevant database/office software. • Three (3) years experience in a school, education, customer service, or busy office environment. • Strong organizational, planning, problem-solving, and multitasking skills, with the ability to manage competing priorities. • Excellent verbal and written communication skills, including strong grammar, spelling, and telephone etiquette. • Strong customer service, interpersonal, and active listening skills. • Ability to work independently, learn quickly, and collaborate effectively with others. • Ability to maintain confidentiality and follow school policies and procedures. • Working knowledge of standard office equipment and administrative procedures. • Ability to assist the school nurse with student needs when required. Sample of Duties and Responsibilities Reception and Customer Service • Provide a welcoming and professional first point of contact for visitors, employees, prospective parents, students, and callers. • Answer incoming calls by the second ring, provide accurate information, transfer calls, take messages, and escalate urgent matters in accordance with school procedures. • Make outgoing calls and assist parents and students with front desk inquiries as required. • Maintain positive relationships with the CIS community and keep reception areas and Administration Building notice boards clean, organized, and up to date. • Notify staff when items delivered to the front desk, such as FedEx or UPS packages, have arrived. • Assist students and parents with inquiries regarding club times and locations. • Support the front office with photocopying as requested by office staff or teachers (emergencies only). • Call the Director of Facilities and Operations when requested regarding maintenance concerns, leaks, dead animals, or other issues identified on campus (emergency Only). • Provide coverage as required for school receptionists. Visitor Management and Campus Security • Maintain accountability for all outside visitors on campus in accordance with school procedures. • Receive and respond to Security notifications regarding arriving visitors. • Welcome, direct, and ensure visitors sign in/out using the automated system or designated sign-in book. • Issue yellow lanyards (child safeguarding clearance) or red lanyards (no clearance), as appropriate. • Coordinate accompaniment for red lanyard visitors who are not cleared to move about campus unaccompanied. • Maintain communication with Security via walkie-talkie as required. Student Services & Attendance (ES, MS, and HS) • Process late-arriving students across all school phases, including sign-in, late slips, and tardy records. • Manage student sign-out procedures, including parent/guardian verification, permissions, exit passes, and communication with Security. • Maintain student and employee sign-out records and assist with locating students as needed. • Monitor and communicate information regarding student absences, illness, early departures, and sick notes, including liaising with parents, staff, and the Nurse. • Contact parents regarding student needs, including forgotten items or illness. • Prepare and distribute daily attendance reports for ES, MS, and HS by 9:30 a.m daily. • Monitor attendance emails, follow up on unexplained absences with parents, and send required reminders and reports. • Maintain accurate attendance records and prepare monthly reports as directed by administration. Pack Up and Play Coordination • Serve as the Pack Up and Play Coordinator. • Develop monthly schedules and coordinate staff coverage for the programme. • Prepare daily student attendance lists and staff attendance sheets. • Support daily after-school snack arrangements. • Submit attendance records for children and staff to the Billing Department. •