Secondary Administrative Officer

JOB PURPOSE

You’ll help us to provide support to Head of Secondary and support operation of Secondary Team and Secondary Office.

KEY RESPONSIBILITIES:

As Secondary Administrative Officer, you are expected to:

1. Manage Secondary Office reception duties:

- Handle all emails coming in and from the Secondary School Office email and all phone calls into the Secondary School extension.

- Assist students with administrative queries.

- Direct visitors, parents, and students to the right person.

- Inform parents via telephone or emails regarding events happening in Secondary School.

- Prevent miscommunication between parents and school.

2. General administrative tasks:

- Support SSLT and the teaching team with parent communications via telephone, email, iSAMS and Bloomz.

- To have detailed knowledge and strict adherence to safeguarding and child protection procedures; take immediate actions where necessary.

- Track and follow-up on student attendance to prevent truancy.

- Distribute letters/ group emails to parents and students.

- Maintain the supplies of standard forms in the office.

- Assist in preparing student reports when required.

- Be part of the holiday rota for office staff.

- Assist other office staff members when required.

3. Provide support for the Faculty Leaders, Heads of Year and other Secondary staff:

- Provide translation and interpreting support.

- Send individual and group letters to parents regarding routine matters such as set changes, Trip Meetings, Parents Evenings or individual parent meetings.

- Provide administrative support for routine and ad hoc purchasing.

- Manage Secondary School’s events and booking system.

- Assist with administrative tasks.

4. Responsibilities related to co-curricular activities with monthly responsibility allowance:

- Work with Marketing team to edit activities brochures, ensuring the content matches with SchoolBuddy.

- Handle SchoolBuddy software: updating data, guiding parents/students in using of software, extracting data. Follow up application of students via SchoolBuddy, deal with questions from students and parents.

- Organise paid activities: contact teachers/suppliers; ensure all teachers are qualified professionally and legally; insert activity content on SchoolBuddy; follow up payment of students; contract, and timesheet procedures for teachers.

- Collect documents and follow up to ensure all CCAs third party staff have valid police check and safeguarding certificate as per school policies.

- PO/Claim procedures for relating fees of CCAs.

- Liaise with bus coordinator to ensure the bus arrangement for students during CCAs

- Daily follow up attendance of students in CCAs, update student’s attendant on SchoolBuddy.

- Arrange cover for teachers absent from CCAs.

- Displaying and updating data of CCAs on notice boards and to teachers.

- Prepare finance report for paid club by term end.

5. Perform other duties assigned by Line manager/ Business Director/ Principal.

The closing date for application is 19 January 2026 although we reserve the right to interview and make an appointment before the advertised closing date for the role. Therefore, an early application is recommended.

• A representative for the school’s vision and strategic direction

• Proactive in approaching colleagues to ask questions.

• Able to use a range of communications styles and channels.

• Flexible between the solutions and decision

• Respectful of alternative views and respectful of other viewpoints from colleagues and parents

• Open to learning and seek out new ideas

• Highly organised and able to manage priorities

• Strong proficiency with Microsoft Word and PowerPoint for producing reports and presentations.

• Good cross-cultural, interpersonal and communication skills to interact with diverse nationalities and cultures.

• Excellent analytical skills – with the passion and drive to demonstrate and quantify success.

• Results orientated with the ability to consistently map efforts against identified KPIs.

• Excellent time management skills and flexibility in dealing with multi-functional tasks.

• You’d like to work in a purpose-led sector.