Secretary, Administrative​/Clerical

Location: Edenbridge

School Secretary

Job details

Salary: According to experience

Hours: 08:00 - 4.00

Contract type: Full-time - Term time plus two weeks

Reporting to: Headteacher/ Deputy Head

Location: Edenbridge

Pay: 100 - 110

Main Purpose of the Role

To provide a high-quality, professional, and confidential secretarial and administrative service to ensure the smooth running of the school office. The role includes reception duties, minute-taking, maintaining accurate student and staff records on the MIS, managing attendance, supporting HR processes (including recruitment), maintaining the Single Central Register, and ensuring compliance with GDPR as Data Protection Officer (DPO).

Key Responsibilities

Secretarial & Administrative Duties

• Provide confidential secretarial support to the Headteacher and SLT, including diary management, correspondence, and document preparation.
• Organise and maintain filing systems (electronic and paper), ensuring compliance with data retention and GDPR.
• Prepare and distribute letters, reports, newsletters, and other school communications.
• Assist with the organisation of school events, meetings, and hospitality.
• Take accurate minutes at meetings and ensure timely distribution and follow-up of

Reception Duties

• Act as the first point of contact for visitors, parents, and external agencies, ensuring a professional and welcoming environment.
• Manage incoming calls, emails, and postal correspondence, directing queries appropriately.
• Maintain visitor logs and ensure safeguarding procedures are followed.

Student & Staff Records (MIS)

• Maintain accurate and up-to-date student and staff records on the school MIS (School Pod)
• Process admissions, leavers, and transfers, ensuring compliance with statutory requirements.
• Generate reports for attendance, safeguarding, and statutory returns.

Attendance

• Monitor daily pupil attendance, follow up on absences, and produce attendance reports.
• Support strategies to improve attendance and punctuality.

HR Administration

• Manage all aspects of recruitment: advertising vacancies, arranging interviews, processing pre-employment checks, and issuing contracts.
• Maintain personnel files and update staff records.
• Support payroll processes by collating absence and overtime data.
• Ensure compliance with safer recruitment and safeguarding requirements.

Single Central Register

• Maintain and update the Single Central Register in line with statutory guidance.
• Ensure all checks (DBS, references, qualifications) are completed and recorded accurately.

GDPR / Data Protection

• Act as Data Protection Officer (DPO) for the school.
• Ensure compliance with GDPR, including secure handling, storage, and disposal of data.
• Conduct periodic audits and staff training on data protection.

Additional Duties

• Support financial administration (ordering, invoicing, reconciliation) as required.
• Assist with school communications via website, app, and messaging systems.
• Provide first aid cover (training provided).
• Undertake any other duties commensurate with the role to ensure the efficient running of the school.

Person Specification

Essential

• Strong administrative and organisational skills.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office and school MIS systems.
• Ability to maintain confidentiality and handle sensitive information.
• Knowledge of safeguarding, GDPR, and HR processes.

Desirable

• Experience in a school environment.
• Familiarity with Arbor/SIMS and Single Central Register management.
• Safer Recruitment training.

Safeguarding and Equal Opportunities

The school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We value diversity and ensure equality of opportunity for all staff and applicants.

The School is committed to creating a diverse workforce. We will consider all qualified applicants for employment without regard to sex, race, religion, belief, sexual orientation, gender reassignment, pregnancy, maternity, age, disability, marriage, or civil partnership.