School Secretary (Job Ref: HGGS/08/1/24)

Position title: ​School Secretary

Working location: ​Bindura

Supervisor: ​​School Head ​

Mission of the position:

The School Secretary role provides administrative support to the Head of schools office as well as routine admnistration support.

Key performance areas and main responsibilities:

• Perform all private/confidential secretarial filing and reception work for the School Office.
• Answer questions from and act as liaison between the Principal and other employees, students and parents.
• Drafts routine correspondence.
• Input information into and monitor the Pastel.
• Identify and prioritize critical activities and manage work schedule to accomplish tasks.
• Proof read written correspondence for errors or omissions to ensure accuracy, completeness, neatness and professionalism.
• Communicate and relay information clearly and concisely, both orally and in writing, to the School Principal and other staff members.
• Manage Principal’s calendar by making appointments and organizing various meetings as requested.
• Draft meeting minutes and keep Minutes as requested.
• Follow up to ensure that all agreed actions from meetings are completed timeously

• Research, compile and prepare administrative and clerical reports, presentations and documents using MS Word, PowerPoint or Excel.
• Control and check leave applications for staff and process forms through the Human Resources Office.
• Provides Support in organizing various school functions and events.
• Prepare, correlate and monitor requisitions and signatures for procurement. Compile, monitor and maintain a variety of financial and statistical records and accounts related to school activities.
• Independently plan and manage maintenance and report preparation.
• Prepare payment requisitions for processing payment of invoices and reimbursements for high school staff members in accordance with standard procedures in the Business Office.
• Arrange substitutes for teachers who are absent or on leave.
• Assist teachers with maintenance requests.
• Liaise with Activities Coordinator to make travel arrangements for staff and students
• Provide support in emergency drills or actual events.
• Complete other duties as assigned by the School Principal or School Coordinator.

Requirements

• Executive Secretarial Diploma
• Minimum of 3 years of executive secretarial experience, preferably in a school
• Skills using Microsoft Word 7, Excel, PowerPoint and other programs
• Experience using a school data base like Pastel.

Attributes

• Strong interpersonal and communication skills
• Mature, empathetic and professional in dealing with students and parents
• Independent self-starter with attention to detail
• •Possesses integrity and ability to maintain accurate and confidential records
• Able to collaborate with and motivate others
• Flexible and accepts change •
• Ability to multi-task