School Secretary/Administrative Assistant - St Wilfrid's Catholic Primary School
About Us
We are seeking to appoint an enthusiastic School Secretary/Administrative Assistant to join our hard working and supportive team.
St Wilfrid’s is a small, successful and happy school, combining a caring Catholic ethos with enthusiastic learners. Behaviour is good due to our commitment to high expectations and a positive approach to learning.
You will work in a warm, friendly and caring environment, and play an essential role as the first face people see when visiting our school. St Wilfrid’s is part of the Bosco Catholic Education Trust, providing great career progression and CPD opportunities.
Do I have to be Catholic to work in a Catholic school? No! Our Catholic Faith is what makes St Wilfrid’s so special and it is woven into everything we do; this includes welcoming everyone that comes through our doors.
Role Overview
The Administrative Assistant is responsible for delivering high-quality administrative, financial and organisational support across the school. The post-holder will also support key HR processes and assist in the effective planning and delivery of support functions within the school.
As the first point of contact for parents, visitors and other stakeholders, the post-holder will act as an ambassador for the school, ensuring all interactions reflect and uphold the school’s values, vision and ethos.
Job Details
Key Duties and Responsibilities
General Administration
• Update and maintain manual and computerised records and information systems.
• Maintain the school calendar.
• Assist with managing the school’s email inbox, ensuring timely responses and forwarding messages when necessary.
• Manage and organise completed forms returned by parents.
• Report issues relating to the school’s IT systems.
• Organise and distribute incoming and outgoing post.
• Provide administrative support to staff.
• Book training courses for staff and maintain associated records.
• Order, monitor and manage stock and resources, following purchasing procedures.
• Carry out filing, printing and photocopying and maintain printers/photocopiers.
• Assist with organising parents’ evenings, meetings and school events.
• Maintain records in line with the school’s retention schedule and data protection legislation, ensuring confidentiality at all times.
• Managing of Medicines and school First Aid at Work representative
• Any other duties required to support Headteacher and school i.e.: Lunch Cover
Attendance Administration
• Maintain accurate pupil attendance records and produce required reports.
• Monitor late arrivals and contact parents/carers to establish reasons for absence, following safeguarding protocols.
Reception Duties
• Act as the first point of contact for parents, visitors and other stakeholders.
• Handle phone and face-to-face enquiries.
• Respond promptly and accurately to messages, ensuring appropriate follow-up.
• Provide information and support to pupils and staff.
Security
• Control access to the school in line with safeguarding procedures, including signing in visitors, checking identification, issuing passes and providing safeguarding information.
• Remain vigilant to unknown individuals on the premises and report concerns immediately.
Written Communication
• Draft and send professional emails.
• Support the preparation and distribution of communications (letters, newsletters, social media posts etc.) for parents, staff and stakeholders.
• Assist with marketing and promotional activities.
HR and Support Function Responsibilities
• Assist with the planning, development and delivery of the support functions of the school
• Contribute to the development and coordination of training programmes, learning opportunities and CPD for support staff.
• Support the induction and mentoring of new support staff, ensuring they understand school processes and expectations.
• Maintaining the Single Central Records (SCR)
• Assist with routine HR functions typically required in a school environment, which may include:
o maintaining personnel records,
o organising staff training,
o supporting recruitment administration, including maintaining records on payroll and HR systems
o assisting with absence reporting processes,
o maintaining confidentiality and compliance with HR policies.
• Work collaboratively with leaders to ensure support services operate efficiently and in line with school policies and statutory guidance.
• Work closely with the Trust School Secretary/Administrative Assistant on HR-related administration, data consistency, recruitment processes and compliance across the Trust.
Safeguarding
• Work in line with statutory safeguarding guidance (e.g. Keeping Children Safe in Education, Prevent) and our safeguarding and child protection policies
• Work with the designated safeguarding lead (DSL) to promote the best interests of pupils, including sharing concerns where necessary
• Promote the safeguarding of all pupils in the school
Further Information
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. The post holder may be required to do other duties appropriate to the level of the role, as directed by the Headteacher.
St Wilfrid's Catholic Primary School and West Sussex County Council are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to an appropriate Disclosure and Barring Service check along with other relevant employment checks, including satisfactory references.
How to Apply
Visits to the school are positively encouraged – we would love to meet you and show you around! Please contact the school office to discuss this further and find a convenient time.
To apply for this role please download the job description and application form below. Complete the application form and ensure that you outline your motivations for applying and explaining the skills and experience you can bring to the role (please refer to the key skills in the job description). Once complete please return this to admin@stwilfridsang.co.uk
NOTE TO CANDIDATES - Please do not select the ‘Apply online’ button as the School processes your applications directly rather than through this site.
No CVs please, Catholic Education Service (CES) application forms only, available from the school office or the school website.
St Wilfrid’s Catholic Primary School is committed to safeguarding and promoting the welfare of children and as such, any offer of employment would be subject to an enhanced DBS check, health checks and references.
All applicants will be subject to an online search.
Should you have any questions regarding the role or the application please feel free to email us or contact us on 01903 782188.