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.

Criteria

Education, Qualifications and Experience:

• Graduate
• Administration and Management experience in a similar role for a minimum of 4 years
• Possess relevant recent professional development that prepares the candidate for this role
• 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
• Bilingual ability
• Excellent organisation and interpersonal skills
• Ability to communicate with a variety of stakeholders in a professional manner

Philosophy and commitment:

• An understanding of and commitment to comprehensive values and the inclusion agenda

• A belief that everyone can benefit from and has an entitlement to high quality educational opportunities
• A personal commitment to lifelong learning and continuous professional development
• Commitment to high standards and expectations, best value and continuous improvement
• A “can-do” approach and positive attitude to innovation and change
• Commitment to maintaining a clear sense of purpose and direction during periods of change

Personal qualities:

• Demonstrates a commitment to the ethos and values of GEMS World Academy
• A commitment to high educational standards and expectations of young people
• Ability to adapt to changing circumstances and new ideas
• Attention to detail, checks the accuracy of own and others’ work and addresses discrepancies and inconsistencies
• Respects the confidentiality of written and verbal information related to staff, parents and students as well as GEMS Education
• Shows initiative, anticipating what needs to be done and doing it before being asked or before the situation requires it
• Enthusiasm, positivity and motivational skills
• Ability to organise time and prioritise tasks effectively
• The ability to be reflective and self-critical
• Strong work ethic and willingness to contribute to the general welfare of the total School program
• Ability to communicate effectively with emotional intelligence and social perception to a wide range of audiences
• Ability to demonstrate personal impact and presence
• Ability to be resilient and calm under pressure

About your Benefits

An excellent remuneration package is on offer for a successful candidates, including competitive tax free salary, medical and life insurance, working permit and residence visa, flight allowance, tuition fee concession and other benefits in line with the UAE Labour Law.