Secondary British School Secretary

Main Purpose of Job:

• Providing Secretarial and Administrative support to the Secondary - British School including Parents’ Relations, Filing, and Maintenance Coordination.

Administrative Responsibilities:

• Monitoring Students attendance using PASS or 3 SYS System.
• Monitoring teacher’s attendance and informing personnel department of lateness or absence.
• Receiving the Maintenance Requests from the staff and Housekeeping Supervisor to inform the Maintenance Department and keep the record
• Communicating and Urgent / Emergency maintenance issue directly with the facilities manager.
• Issuing Slips (by Car, Out of Uniform, Medical, Lateness, and Early Leaving) for the students per parents’ requests, informing reception and operation offices if needed and keep the records.
• Receiving Medical / Sports Notes from Students in case of absence or Lateness.
• Forwarding Bus Requests from students / parents to Operations Manager.
• Passing Verbal / Written Messages, Memos, and E mails between SLT Members and other staff.
• Following up the Academic Books purchasing with the resource.
• Communicate staff ICT problems / issues with the ICT Department.
• Supporting and Assisting Secondary British School Office Manager in entering Students Progress, Teachers/Students Timetables, and End of Year Exams Timetables data into the SYS or Pass Systems and issuing reports.

Parents’ Relations Responsibilities:

• Receiving and handling parents’ requests, answering queries, and solving problems.
• Arranging meetings / appointments between Teachers, SLT Members, and Parents
• Helping in Students’ entry assessments and coordinating files receiving process with the registrar.
• Responsible for lost & found.

Trips and Events

• Responsible for Trips Reservations as per SLT Members’ requests
• Sending trip information to the parents
• Collecting trip fees from students / parents, sending fees to accounts, and keeping records of payments.
• Creating Students and Staff trip lists.
• Coordinating busses through informing the operation department of the students / staff numbers, trip locations, and departure / arriving times.
• Helping in Events’ arrangement (Food committee, Photos and DVD during concerts and extra-curricular activities) timetables, spreading information to parents and staff, collecting fees, creating involved students lists.
• Keeping documents for each trip / event.
• Supporting and assisting SLT Members in the Graduation day including communication with parents.