Position Overview:

We are looking for a dynamic and organised School Secretary. You will be the first point of contact for Acacia School and play a key role in ensuring smooth daily operations. The position combines front-office reception duties, administrative and secretarial support, and oversight of the school library. The role requires professionalism, confidentiality, strong communication skills, and a warm, welcoming presence aligned with Acacia School’s values.

Key Responsibilities

1. Reception & Front Office Duties

• Serve as the first point of contact for parents, visitors, and stakeholders.
• Receive, screen, and direct phone calls, emails, and visitors professionally.
• Manage visitor sign-in and ensure school safety protocols are followed.
• Provide accurate information regarding school procedures, events, and schedules.
• Maintain a neat, welcoming, and organised reception area.

2. Secretarial & Administrative Duties

• Provide administrative support to the Business Development Manager, and academic team.
• Conduct town errands such as shopping and bank administration.
• Prepare, type, and distribute official correspondence, letters, reports, and notices.
• Maintain accurate student, staff, and school records (physical and digital).
• Manage filing systems and ensure confidentiality of school documents.
• Assist with admissions paperwork, student transfers, and parent communication.
• Support scheduling of meetings, appointments, and school events.
• Record minutes of meetings when required.
• Handle basic office supplies inventory and requests.

3. Library Oversight Responsibilities

• Manage the day-to-day operations of the school library.
• Maintain an organised system for issuing and returning library books.
• Keep accurate library records and inventory.
• Ensure the library is tidy, safe, and conducive to learning.
• Support learners and teachers in accessing reading and reference materials.
• Promote a reading culture within the school.
• Report damaged or missing books and recommend replacements.
• Coordinate book donations and cataloguing when necessary.

4. Communication & School Support

• Liaise professionally with parents, teachers, suppliers, and external stakeholders.
• Assist with internal communication between departments.
• Support school events, meetings, and activities as required.
• Uphold Acacia School’s policies, ethos, and values at all times.

Required Qualifications & Skills

• Certificate or Diploma in Office Administration, Secretarial Studies, Library Studies, or a related field.
• Proven experience in a school or office administrative role is an advantage.
• Strong written and verbal communication skills.
• Computer literacy (Microsoft Word, Excel, email systems).
• Excellent organisational and time-management skills.
• Professional appearance and courteous manner.
• Ability to multitask and work under minimal supervision.
• High level of confidentiality and integrity.
• Friendly, patient, and child-centred approach.

• Serve as the first point of contact for parents, visitors, and stakeholders.
• Receive, screen, and direct phone calls, emails, and visitors professionally.
• Manage visitor sign-in and ensure school safety protocols are followed.
• Provide accurate information regarding school procedures, events, and schedules.
• Maintain a neat, welcoming, and organised reception area.
• Provide administrative support to the Business Development Manager, and academic team.
• Conduct town errands such as shopping and bank administration.
• Prepare, type, and distribute official correspondence, letters, reports, and notices.
• Maintain accurate student, staff, and school records (physical and digital).
• Manage filing systems and ensure confidentiality of school documents.
• Assist with admissions paperwork, student transfers, and parent communication.
• Support scheduling of meetings, appointments, and school events.
• Record minutes of meetings when required.
• Handle basic office supplies inventory and requests.
• Manage the day-to-day operations of the school library.
• Maintain an organised system for issuing and returning library books.
• Keep accurate library records and inventory.
• Ensure the library is tidy, safe, and conducive to learning.
• Support learners and teachers in accessing reading and reference materials.
• Promote a reading culture within the school.
• Report damaged or missing books and recommend replacements.
• Coordinate book donations and cataloguing when necessary.
• Liaise professionally with parents, teachers, suppliers, and external stakeholders.
• Assist with internal communication between departments.
• Support school events, meetings, and activities as required.
• Uphold Acacia School’s policies, ethos, and values at all times.

• Strong written and verbal communication skills.
• Computer literacy (Microsoft Word, Excel, email systems).
• Excellent organisational and time-management skills.
• Professional appearance and courteous manner.
• Ability to multitask and work under minimal supervision.
• High level of confidentiality and integrity.
• Friendly, patient, and child-centred approach.

• Certificate or Diploma in Office Administration, Secretarial Studies, Library Studies, or a related field.
• Proven experience in a school or office administrative role is an advantage.