Secondary School Secretary At Sisd

Found in: beBee S AE - 1 month ago

Dubai, United Arab Emirates Jobs for women in the UAE Full time
Secondary School Secretary at SISD Administration Listed On: 11 April 2023 Expires On: 11 May 2023 Dubai The Swiss International Scientific School Dubai (SISD) is seeking a Secondary School Secretary, with a start date in May 2023. About SISD The Swiss International Scientific School in Dubai (SISD) is a leading international day and boarding school where future generations are inspired to become confident and enthusiastic lifelong learners, ready to embrace the opportunities and challenges of a global world. Founded in 2015, our school currently welcomes more than 1500 students of more than 90 different nationalities on its cutting-edge campus, in the centre of Dubai. From Pre-KG to Grade 12, SISD follows the full continuum International Baccalaureate (IB) programme in three streams focusing on personalised learning and the development of 21st century skills. Students choose between the English with additional languages/STEAM stream or the bilingual English-French/German streams. We pride ourselves on being a fully accredited IB Continuum World School, offering the IB Primary Years Programme (PYP), IB Middle Years Programme (MYP), IB Careers Programme (IB CP) and IB Diploma Programme (DP). Our personalised international curriculum offers an engaging learning experience, the challenge of developing a real understanding of cultural diversity and the support of a thriving international community. Our state of the art, eco-friendly campus adjacent to Dubai creek, ensures that we can offer a wide range of sporting and after school activities tailored to the personal needs and preferences of every student. Job Title: Secondary School Secretary
Department: Secondary School
Start Date: May 2023
Reports to: Head of Secondary School Job Scope:
The Secondary School Secretary will:
  • Provide administrative support to the Head of Secondary as a priority, the Secondary Leadership Team, and the Teachers where necessary.
  • Support the vision and values of the school in always presenting a highly professional image of the school. Main Duties and Responsibilities This not an exhaustive list of all duties/responsibilities. Secondary School:
    • Ensure the smooth operation of the Secondary School\xe2\x80\x99s front office, including welcoming visitors and acting as an ambassador for the Secondary School at all times.
    • Ensure the secondary office is always staffed and prior permission to attend school events is requested and obtained before attending a school event
    • Ensure the completion of registration for Secondary School students\xe2\x80\x99 attendance in iSAMS including students who arrive late
    • Contact teachers where attendance is incomplete
    • Call parents on the same day that absent students where no email or agreed absence has been authorized
    • Be the first point of contact between the parents, the wider community and staff members
    • Respond to communication in a timely manner and where appropriate, responding directly to communications via email and telephone.
    • Screen incoming phone calls, record and communicate with the relevant staff members
    • Coordinate meetings between teachers, parents, students, and leadership team
    • Assist with event organization and the completion of the event form making sure all departments have signed.
    • Arrange for bus transport and canteen (if both needed for an event)
    • Organize administrative resources and approving requests for services and stationeries requisitions
    • Assisting teachers, parents, students with information and direct any concerns to the responsible leadership team member or the IT team if the concern relates to technology
    • Report any maintenance work via Facilities Team
    • Assist the \xe2\x80\x9cAfter-School Activities\xe2\x80\x9d Team with attendance and ensure Internal ASA registers are completed and parents are informed for students who do not attend via telephone
    • Liaise and help support the social committee
    • Assist with the arrangements of interviews for prospective teachers including Zoom/Skype interviews with HR
    • Submit invoices to Finance and process the bills for reimbursement
    • Coordinate with Finance the purchase request from the department and placing an order
    • Be familiar with SISD policies and other guidance on the safeguarding and promotion of wellbeing of children and young people
    • Assist Maverick Transportation on locating the missing students in the bus after school hours
    • Generate weekly report from iSAMS on attendance and any other requests such as (ex.: report card, student and parent contact details, weekly attendance, and SEC house points)
    • Assist Health team in contact tracing of COVID confirmed cases. Call and inform parents on the update Support for the Head of Secondary and the Secondary Leadership Team:
      • Manage agenda of the Head of Secondary School and SLT members, organizing internal and external meetings
      • Calendar management and planning in co-ordination with the Head of Secondary and the Senior Leadership Team minute taking at meetings and circulation of approved minutes
      • Be proactive in actively checking the planning for the week ahead for organization and bookings for Secondary Leadership
      • Communicate relevant information regarding calendar events, new Student taster days and day to day operations of the school in the Secondary Notebook
      • Ensure the effective delivery of successful internal and external communications on the leadership Team\xe2\x80\x99s behalf Assist with ad hoc information posters and written correspondence to parents in liaison with the Leadership Team Follow-up colleagues with their record of absences (illness, unpaid, maternity, holiday, and other leave) and record it in the HR master file
      • Be present at Parent Conferences and assist parents with signing in and room allocations
      • Undertake other duties as assigned by the Head of Secondary School in keeping with the nature of this role Pastoral & Academic:
        • Assign cover teachers per lesson for the absent staff manually or via iSAMS Cover Manager and follow up with the teachers who do not arrive in the classroom for cover
        • Assist teachers in finding missing student from their class and coordinate with the Security team
        • Assist with the template for the posters in secondary walls/boards
        • Assist Maverick Transportation on the missing kids in the bus after school hours
        • Assist students on their lockers or any other requests from students
        • Assist in entering the grades and data in the academic tracker
        • Assist with the timetabling of students and teachers timetable which includes updating students class list and room allocation changes
        • Support SLT on the invigilation requirements
        • Generate report from iSAMS as per the requirements (ex.: report card, student and parent contact details, weekly attendance, and SEC house points)
        • Follow up with the staff on their duty schedule and location
        • Assist Health team in contact tracing of COVID confirmed cases. Call and inform parents on the update
        • Order resources requirements for secondary department
        • Assign cover teachers per lesson for the absent staff manually or via iSAMS Cover Manager and follow up with the teachers who do not arrive in the classroom for cover
        • Assist teachers in finding missing student from their class and coordinate with the Security team
        • Assist with the template for the posters in secondary walls/boards
        • Assist students on their lockers or any other requests from students
        • Assist in entering the grades and data in the academic tracker
        • Assist with the timetabling of students and teachers timetable which includes updating students class list and room allocation changes
        • Support SLT on the invigilation requirements
        • Follow up with the staff on their duty schedule and location
        • Order resources requirements for secondary department
        • Monitor Heat Index per day Admissions & Marketing:
          • Act as a point of contact for admissions and marketing
          • Support admissions and marketing in correspondence regarding the Secondary School and in liaison with the Head of Secondary
          • Communicate information regarding new students and taster days to the Deputy Head Pastoral and the relevant Grade Leader
          • Communicate with and assist where necessary marketing in the organizing of students for video and photo shoots Key Relationships Internal: Head of Secondary School, Deputy Heads of Secondary School, Curriculum Coordinators, Subject Coordinators, Grade Coordinators, Teachers, Students, Staff members, Counsellor, Healthcare Team, HSE Team, Marketing & Admissions Team, HR Team
            External: Parents, KHDA, IB, other schools and outside agencies Position Requirements Education: Educated to A or IBDP level
            Experience Minimum of 3 years of secretarial experience preferably in a secondary school setting Competencies:
            • Be an exceptional communicator whether in writing, telephone communication or in one-to-one situations with students and parents
            • A proven track record of meeting deadlines through effective management, organization and planning of work
            • A high level of IT literacy
            • Proficiency in other languages such as French, German or Arabic is desirable
            • Be adapt at having oversight of multiple projects at any one time
            • Be able to build effective relationships with a wide range of people including pupils, parents, colleagues and the wider community. The ability to put people at ease, reassure, guide and explain
            • High level of emotional intelligence and empathy
            • Be a good team player
            • Be a flexible, proactive problem-solver with an analytical mind and a creative approach to challenges
            • Culturally agile and adaptable
            • Understanding the complex and demanding environment of an international school community Salary & Benefits: Competitive remuneration and benefits
              Contract: Fixed Term contract Application Candidates are requested to submit ALL of the following documents:
              • Cover letter of one page, explaining your strengths as a candidate and why you are interested in this position
              • Current CV not to exceed two pages
              • 3 professional references with current contact details (position, phone number and e-mail address) not older than 5 years. One of which must be your current Principal and another your current Line Manager Please send your application through the submission form below. Due to the expected volume of applications we will only contact those applicants that are shortlisted for interview. We are committed to providing a safe and happy environment for all our employees and in which our students can thrive and learn. We are committed to safeguarding and promoting the welfare of all our employees and students. All employees are subject to appropriate vetting procedures including satisfactory criminal record checks from both country of residence/home country and any other country of residence.

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