Secretary at Silverwood School Maryland

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We are recruiting to fill the position below:

Job Title: Secretary

Location: Maryland, Lagos
Employment Type: Full Time

Description
We require a Sectary for a primary school in Maryland. The following are the duties of the secretary:

  • The school secretary serves as the face of the school,
  • They understand the school brand and should be able to sell the brand
  • Greeting students and parents and providing them with information.
  • Secretaries schedule appointments and meetings
  • Answer phones and give administrative support to teachers and school officials.
  • Provides supervisory roles for ancillary staff
  • They help maintain records on students.
  • They are usually the first line of communication when parents call or visit a school.
  • School secretary’s order and inventory supplies, enter lunch information into the billing system and verify information in notes from doctors and parents.
  • The secretary may attend meetings and record the proceedings, takes minutes with the support of the English department
  • Depending on the position, they may have bookkeeping and payroll duties.

Responsibilities

  • Welcomes visitors to the school and provides directions around the building as needed.
  • Types up and contributes to school bulletin or newsletter.
  • Assists in designing and drawing up promotional and informational materials for parents.
  • Provides students with tardy slips.
  • Maintains records of student absences and provides daily report on attendance
  • Sorts and distributes mail delivered to school office and files them away if needed.
  • Contacts parents in the event of student illness or behavioral issues.
  • Maintains student records and files.
  • Uses computer database or filing system to update records as necessary.
  • Manages and updates school calendar.
  • Provides administrative support to upper level management as needed.
  • Takes dictation and transcribes documents.
  • Attends office meetings and takes minutes.

Other Responsibilities:

  • Meet with new students and parents to complete registration and orientation process
  • Coordinate and monitor safety procedures for the purpose of ensuring safety of students and staff Schedules and Calendars:
  • Schedule and confirm appointments for staff members
  • Maintain appointment and event calendars
  • Coordinate meetings and events.

Main Job Tasks, Duties and Responsibilities
Filing Systems and Database Management:

  • Set up and maintain filing systems for students and staff – paper and electronic create, maintain and enter information into databases Locate and attach appropriate files to incoming correspondence requiring a response Locate and provide data as requested Student and Staff Attendance
  • Track student and staff attendance Verify parents’ and doctors’ notes and investigate any discrepancies in attendance information. Notify parents of student absences Process and track staff leave requests
  • Coordinate substitute personnel for absent staff members Keep accurate staff and student attendance records and submit reports as required.
  • Prepare and distribute appropriate communications including newsletters, emails and announcements. Prepare a variety of documents including correspondence, agendas, event programs, reports, schedules and calendars Compose, type and distribute minutes of meetings

Front Desk Duties:

  • Serve as a central information point to the public, students and staff regarding school-related matters and procedures
  • Answer incoming calls, provide information, direct calls where necessary and take messages
  • Greet visitors, handle inquiries and direct visitors to the appropriate destination
  • Read, sort and distribute incoming school mail.

Requirements, Education and Experience

  • A minimum of a High School Diploma is typically required.
  • Formal requirements are less important than skills and personality, although preference may be given to candidates who have at least some college.
  • A school secretary needs computer skills, excellent communications and interpersonal skills as well as an understanding of secretarial duties.
  • Previous work experience in an office setting is required.
  • Experience: 3 – 5 years Relevant training or qualification.
    Working knowledge of relevant software applications.
  • Dresses well, with good carriage and confidence.
  • Proficient in spelling, punctuation, grammar and other English language skills Proven experience of producing communications and documents Knowledge of school policies and procedures Competencies and Skills:
  • Organizational and planning skills including the ability to maintain an effective balance between multiple and competing priorities Problem-solving skills Able to exercise sound judgment in making decisions
  • Male between ages 25 to 35. OR a female between ages 35 and 45 (She must be a married woman).

Required Knowledge, Skills and Abilities:

  • Demonstrates strong interpersonal skills.
  • Maintains professional and friendly demeanor.
  • Possesses excellent organizational skills.
  • Is capable of managing time efficiently.
  • Demonstrate ability to multi-task effectively.
  • Exhibits ability to remain polite and calm when dealing with troublesome students or frustrated parents.
  • Possesses basic computer skills and knowledge of word processing programs.Word, ecxcel and graphic apps.

Condition

  • Working hours: 7am to 6pm. Work Environment. The majority of working hours will be spent in the school premises.
  • Light physical activity such as walking and standing, is required on a daily basis.

Salary
N50,000 – N70,000 / month.

Application Closing Date
30th April, 2021.

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