Academic Secretary

3 months ago

Dubai, United Arab Emirates Jobs for women in Dubai and UAE Full time

Academic Secretary (Secondary) at JESS Dubai
- AdministrationListed On: 5 September 2024

Expires On: 10 October 2024
- Dubai- Jumeirah English Speaking School (JESS) is looking to hire an Academic Secretary - Secondary for their Arabian Ranches branch in Dubai.About the Role

Role: Academic Secretary - Secondary
Branch: Arabian Ranches Secondary
Working hours: 6.30 am - 2.30 pm (Monday to Thursday), 6:30 am - 12:00pm (Friday) | 37.5 Working Hours excluding half hour lunch break
Holiday Entitlement: The role will require the holder to be flexible when booking holidays to ensure cover is provided within the academic team for the following: Exam Results, Start of the Year Set Up (to be in from mid-August 2025 - when SLT return).
Reporting to: SLT and Headteacher

Job Scope

Provide help, guidance and flow of information in the busy and often challenging environment of the school’s link between administration, teaching staff, students, parents and public.

Safeguarding Statement

Safeguarding is everybody’s responsibility. All staff working at JESS will have some contact with children and young people and will therefore be in a position of trust. Staff with teaching duties will be responsible for the students that they teach and may also have additional specific pastoral or other responsibilities for other students they do not teach. In addition, all staff will regularly interact with students who may seek assistance or otherwise interact with them whilst moving around the school. In all cases, staff have the responsibility for promoting and safeguarding the welfare of the students and must adhere to and always ensure compliance with the school’s Safeguarding and Child Protection Policy and procedures to include whistleblowing and ensure all concerns are immediately passed on to the school’s Designated Safeguarding Officer(s) (DSO).

Main Tasks and Duties

This not an exhaustive list of duties/responsibilities. Please note that this is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the Academic Secretary will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the Secondary Leadership Team.

The responsibilities outlined may be modified by the Headteacher, upon mutual agreement, to reflect or anticipate changes in the role:

- To provide secretarial/administrative support to secondary staff.
- Answer telephone and deal with all related enquiries.
- Ensure the secondary reception/administration area is tidy and organised.
- To monitor attendance registers, ensuring all are kept up-to-date and printed daily for use in the event of an emergency.
- To support the SLT in all administration associated with the running of extra-curricular clubs and activities including booking venues, updating records, liaising with facilities, staff, students and parents to ensure they run smoothly each term.
- To provide logístical and secretarial support for the SLT in the organisation of school visits, school trips, career trips and other events in-house and external, local and overseas.
- Assist with the co-ordination and distribution of the weekly update (Sway).
- To support the Head of Year to provide transcripts and references letters and correspondence.
- To provide support for Heads of Year and SLT with options process.
- To coordinate monthly and termly student awards.
- To distribute the Future Leaders plans.
- Add the relevant ECA, sports fixtures, information for students by utilising the ECA facility of the SOCS programme.
- To attend weekly calendar meeting.
- Support registers for International award trips.
- Support HOY with correspondence for mid-term leavers. Prepare and produce student transcripts, testimonials, references and be the parent point of contact for the collection of all leaver documentation.
- To coordinate new students, including informing them of relevant information prior to starting at JESS.
- Support the parent/teacher meetings process.
- Provide administrative support for important events such as Year 6 Transition, Open Days and Taster Days.
- Support for CPD organisation planning.
- To provide an admin support for JESS buses and routes, and liaise with bus companies, accounts and parents.
- To support in the design and distribution of information booklets

Key Relationships

Internal
- Head teacher
- SLT & Teaching Staff
- Head of Governance and Administration
- Head of Finance and Operations
- Administration team
- Finance Department

External
- Local community
- Prospective and current parents and students of JESS

Person Specification

Qualifications:
Degree or Diploma.

Experience, Skills and Knowledge:

- Experience of 5 years plus working in a school department preferably with some UAE school experience in a similar role.
- Experience using Microsoft Teams, CANVA, Excell and iSAMS.

Personal Qualities:

- A positive, flexible, ‘can do’ w

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