The Post
The Prebendal School is seeking to appoint a School Secretary. This is a truly pivotal position within the school, is full-time during term time and also requires 3-4 days either end of term. The successful candidate will be organised and accurate, an excellent communicator and able to perform under pressure. They will also be capable and confident with office computer programs, a proven team player, and have a “can do” attitude. If you would like to discuss the role, please contact the Bursar by e-mail at bursar@prebendalschool.org.uk.

Applications should arrive no later than Wednesday, 1st February 2017. In the first instance candidates are invited to apply by way of CV and covering letter. If your initial application is successful we will ask you to also complete the school’s standard Application Form.
  

History
The Prebendal School is the oldest school in Sussex and dates back to the foundation of Chichester Cathedral in the eleventh century, when it would have been a 'song school' responsible for teaching the choristers. The school is now a co-educational day and boarding preparatory school educating children between the ages of 3 and 13. The school occupies a range of buildings around the Cathedral, from the original fourteenth -century song school to the modern Highleigh building which opened in 2000. Prebendal is a boarding school with full, weekly/flexi boarders and day pupils.

The closing date for applications: Wednesday 1 February 2017.     

Person Specification

• Ability to take responsibility for all the office systems in the school and maintain the school’s professional standards;
• An excellent level of computer competence and confidence. 
• The ability to draft, proof-read and edit school correspondence;
• Excellent written and oral communication skills;
• Excellent organisational skills with the ability to prioritise;
• An eye for detail and an ability to ensure that work is undertaken with accuracy;
• Proactive with an ability to work both independently and as part of a team and to stay calm and positive under pressure in a busy office environment;
• A professional outlook and able to work with confidential information using discretion and tact;
• A sympathy and commitment to The Prebendal School’s aims and values.

Job Description

• To act as the school’s primary communication hub by dealing with incoming calls, e-mails and visitors. Replying to all parent e-mail enquiries within 24 hours, even if a holding answer is given. Providing a reception service including greeting and signing in visitors and taking responsibility for deliveries. Dealing with the needs of pupils who may come to the Front Office for help;
• Managing the school’s registration systems (with help from the Gap Students) and ensuring that the school’s registration policies are followed;
• Coordinating the After School Clubs and Activities lists, including registering the children for the clubs, maintaining registers throughout the term and liaising with parents and staff about any absences;
• Maintain the school Staff computer drive and ensure that there is no duplication of information, that files are systematically organised and that there is a consistent archive system in place;
• Typing and disseminating minutes from Staff Meetings, Pupil Voice, H&S , Food Committee meetings and the Anti-Bullying Forum;
• Contributing to the maintenance and updating of the academic areas of the school database particularly the Parental areas;
• Contributing to the maintenance and updating of the school website;
• Assisting the Head’s PA in coordinating the school mailings;
• Contributing to the management of the school Google Calendar and helping the Deputy Head to produce the main calendar for each term. To take a proactive role in the management of school events, by looking ahead in the school calendar to anticipate any requirements and reminding staff about any upcoming event;
• In conjunction with the Head Master’s Secretary, liaising with prospective and new parents;
• General Office duties, including: a high level of computer use which could include database administration, using desktop publishing packages and basic website administration;  photocopying;  dealing with messages and liaising with staff and parents;
• Contributing to the management of the school trips, by receiving and collating permission emails and paperwork;
• Coordinate the match lists and ensure that the school’s registration policies in regards to matches are being followed;
• Liaise with Catering and Boarding departments to manage meal bookings;
• Supporting and covering other administrative staff and any other duties as required by the Senior Leadership Team.

• Please view the School Secretary Job Description document