Secondary Secretary

7 months ago

Dubai, United Arab Emirates GEMS Education Full time

About the Role

Job Title: Secondary Secretary

Job Purpose: The Secondary Secretary will ensure the smooth running of the entire secondary division in conjunction with the Secondary Leadership Team in order to maximize student learning capacity and opportunities.

Reports to: Secondary School Principal

Interfaces with: Faculty, staff, students, parents, colleagues, members of the School Support Centre and the general School Community

Vision and Strategic Direction

Models and encourages a culture of kindness in support of the GEMS/GWA core values and upholds the mission and ethos of the school as a non-selective, international and academically successful school through the lens of the International Baccalaureate Organisation.

Acts as an ambassador for the school and performs all job duties in an efficient, professional, and confidential manner. Takes initiative to improve systems and processes to aid in efficiency and effectiveness.

Role Description
- Maintains high quality communication from and within the school office. Liaises with tact and diplomacy with school staff, students and parents.
- Facilitates and coordinates all secretarial and administrative functions to ensure the smooth running of the Divisional Office.
- Reviews and updates all documents, calendars and school related activities. Organizes and coordinates office management activities and oversees school events. Communicates information to faculty, staff, parents and students.
- Ensures that GEMS policies, procedures, and codes of conduct are followed at all times.

Core Responsibilities
**Administrative Support to Secondary Principal and the Division**:

- Respond to telephone calls and enquiries courteously and direct calls to appropriate school personnel.
- Work in tandem with all receptionists, creating a positive team ethos.
- Assist with parent issues at the desk, trying best to resolve them in timely and professional manner
- Provide information in regards to school programs, events, functions, activities, examinations and timings.
- Relate courteously with visitors and welcome them to the school.
- Maintain a clean and tidy reception area at all times.
- Gather and communicate updated information on School events, activities and meetings through daily bulletin.
- Assist with Secretarial tasks assigned as and when reasonably required by Supervisor
- Ensure the GEMS policies, procedures, and codes of conduct are followed at all times
- Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.
- Attend staff meetings and serve on committees as required
- Perform other duties as requested by direct & dotted reporting line managers / supervisors.
- To provide back-up and support for Reception
- Attend and take minutes at SSLT meetings
- Responsible for secondary staff attendance including supply teacher wages and monthly attendance reporting for HR
- Administer an online cover calendar
- Produce weekly cover report
- Assist with administration for secondary school functions
- Administration of secondary departmental audits
- Enter items into iSAMS calendar and room-booker
- Maintain calendars for SSLT
- Produce secondary divisional weekly newsletter
- Perform other duties as requested by direct & dotted reporting line managers

**Communication**:

- Communicates effectively with students, faculty, staff, parents, colleagues and in the community (i.e. verbal, nonverbal and written communication).
- Performs those activities as will be required for the general welfare of the School and/or as requested by the Secondary Principal.
- Supports, backs, encourages, and serves as a "critical friend" to the Secondary Principal in all school related issues and concerns.

**GWA Community**:

- Seeks the involvement of faculty and parents in a wide variety of School activities.
- Accepts the importance and necessity to support the after-school student activity programs and parent events.
- Attends, participates, or directs all division level events.

Education, Qualifications and Experience:

- Graduate
- Administration and Management experience in a similar role for a minimum of 4 years
- Experience/training in the use of information management systems
- Experience/training in the use of web based information systems

**Professional knowledge, skills and competences**:

- Pleasant, polite and approachable manner
- Excellent telephone etiquette
- Computer competency
- Excellent communication skills and attention to detail
- Able to multitask and cope with a degree of pressure at peak times
- Strong verbal and written communication skills
- Fluent English language capacity
- Excellent organisation and interpersonal skills
- Ability to communicate with a variety of stakeholders in a professional manner

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