About Company
Hiring.zycto empowers educational institutions by carefully matching dedicated professionals with roles where they can truly thrive and make a difference. As a pivotal partner to schools across the region, we understand the unique demands and rewarding nature of the educational sector. We pride ourselves on fostering environments where support staff, like our administrative secretaries, feel valued, equipped, and integral to the daily success of the school community. Join us to be part of a team that champions efficiency, organization, and a positive atmosphere, ensuring every school we support operates seamlessly and effectively. Your contributions directly shape student and staff experiences.
Job Description
We are seeking a highly organized, proactive, and compassionate Administrative Secretary to join a vibrant school office in Sparkbrook, Birmingham. This crucial role is the heartbeat of the school’s daily operations, serving as the first point of contact for parents, visitors, and pupils, while providing essential administrative support to staff and leadership. You will play a pivotal part in ensuring the smooth and efficient running of the school office, contributing significantly to a positive and welcoming environment for our entire school community.
This position demands exceptional communication skills, meticulous attention to detail, and a genuine passion for supporting educational excellence. You will manage a diverse range of tasks, from handling confidential student records and managing correspondence to coordinating meetings and supporting school events. The ideal candidate will be adept at multi-tasking in a fast-paced environment, possess strong IT skills, and demonstrate a commitment to safeguarding and promoting the welfare of children. Your ability to maintain discretion and professionalism at all times, especially when dealing with sensitive information, is paramount. This is more than just an administrative role; it’s an opportunity to be at the heart of a community, making a tangible difference to the lives of pupils, parents, and staff every day. If you thrive in a supportive team setting and are eager to apply your administrative expertise to a dynamic educational environment, we encourage you to apply.
Key Responsibilities
- Serve as the primary point of contact for all visitors, parents, and external agencies, providing a welcoming and professional reception service.
- Manage incoming and outgoing communications, including telephone calls, emails, and postal mail, directing enquiries appropriately.
- Maintain and update pupil records, attendance data, and other sensitive information using the school's management information system (MIS) with utmost accuracy and confidentiality.
- Prepare, format, and distribute school correspondence, newsletters, reports, and other documents.
- Support the Headteacher and other staff with administrative tasks, including diary management, meeting coordination, and minute-taking.
- Administer first aid to pupils (where qualified or willingness to undergo training) and manage the school's medical records.
- Oversee office supplies, ordering and maintaining stock levels, and managing incoming deliveries.
- Process invoices, petty cash, and other financial records in liaison with the finance department.
- Assist with the organisation and administration of school events, trips, and parent evenings.
- Ensure strict adherence to school policies and procedures, especially regarding safeguarding, health and safety, and data protection (GDPR).
- Undertake general administrative duties such as filing, photocopying, scanning, and archiving.
Required Skills
- Proven administrative experience, ideally within a school or educational setting.
- Excellent verbal and written communication skills with the ability to interact professionally with diverse stakeholders.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with database management systems.
- Strong organizational skills and the ability to manage multiple priorities effectively in a busy environment.
- High level of accuracy and attention to detail.
- Ability to maintain strict confidentiality and exercise discretion.
- A proactive, 'can-do' attitude with excellent problem-solving abilities.
- Commitment to safeguarding and promoting the welfare of children.
Preferred Qualifications
- NVQ Level 2 or 3 in Business Administration or a related field.
- Experience with school management information systems (e.g., SIMS, Arbor).
- Current First Aid at Work qualification.
- Knowledge of school administrative processes and educational terminology.
Perks & Benefits
- Competitive salary package and generous holiday allowance.
- Access to a comprehensive pension scheme.
- Opportunities for professional development and training.
- Supportive and collaborative team environment.
- Rewarding role at the heart of the school community.
- Typically term-time only work schedule (to be confirmed upon offer).
How to Apply
To apply for this exciting opportunity, please click on the application link below. We look forward to receiving your application and learning more about how your skills and experience can contribute to our school office team.