Secretary

Primary Objective of Role

Admissions to our school are a complex and involved process. We pride ourselves on providing personalized attention to each family and their individual hopes for their children. Every enquiry and visit are the future of our school.

Secretary role is a vital role with a range of internal and external customers to deal with. Attention to detail and excellent administration skills are a must as it is the highest level of professionalism in order to support the Admissions and Marketing strategy for driving attraction, recruitment and retention of students at Gampha branch school.

Secretary are also responsible for the overall day-to-day management, organization and coordination of the administration activities and procedures of the school.

Main Tasks and Responsibilities

· The secretary is the first person that a visitor meets when they enter the school. So, the secretary has to welcome them in a courteous manner and attends to their requirements.

· If it is a new admission, the date of birth, age of the child, the curriculum that they are interested in should be checked and the necessary information, which includes Admission fees, term fees and any other information they need should be provided.

· They should be briefed about the vision of the school, and activities (both Co-Curricular)

· Their details have to be obtained, the contact details and their background have to be recorded.

· Handle principals' and other interviewers' calendar by confirming the dates and times for prospective parents/students interview and aptitude test.

· A thank you note for visiting the school has to be sent through Dialog SMS.

· The list of required documents for the admission should be given to them. If they do not bring up the child, then they have to be given an appointment.

· Scheduled interviews and aptitude tests/ Walk ins - Welcome the parent/student to the school (first physical impression) and guide them to principal for the interview and do the necessary arrangements for aptitude tests. Host the parent and the student throughout the process.

· Necessary arrangements have to be made for the child to sit for a placement test.

· An appointment has to be fixed for the parent to meet the principal to process the admission based on the results of the placement test.

· Once the admission is finalized by the principal, a list of documents is issued to the parent.

· Then the parent should be directed to the cashier to purchase an application form.

· Pending payment follow-up for completed interviews and aptitude tests parents.

· All Inquries made over the phone should be handled by the secretary.

· Providing appointments for the visitors should be done after coordinating with the principal.

· Correspondence of the school as well as the principal, which includes e-mail, faxes and letters, should be handled.

· Preparation of leaving certificates, Character certificates and visa letters.

· Resignation letters, Appointment letters, employee contracts and service letters should be handled.

· The school online management system should be updated and maintained.

· Coordinating with the other branches and the head office should be handled.

· The school online management system should be updated and maintained.

· Coordinating with the other branches and the head office should be handled.

· All the personal files of students have to be handled.

· Teachers leave files should be maintained.

· Preparations of the salary details have to be sent to the accounts department every month on 15th.

· Every last Friday of the month a report on new admissions should be submitted to the director of academics.

· All maintenance work should be coordinated with the maintenance staff.

· All Inquiries and visitors should be directed to the relevant authorities.

· Preparation of notices and letters for students and teachers.

Skills and requirements

· Excellent interpersonal and communication skills (Written and Verbal)

· Total integrity to deal with confidential information.

· Team Player, who is flexible to take on any task assigned of.

· Excellent Command of written and spoken English.

· Must be able to prioritize and plan work activities so as to use time efficiently.

· Must be Organized, accurate, thorough, and able to monitor work for quality.

· Ability to deal with callers and visitors in a calm and courteous manner at all times.

· Numeracy and literacy skills

· High level of accuracy and attention to detail.

· Adopt in the use of Microsoft applications and databases.

· Knowledge of student recruitment and retention issues.

· Ability to gather data, compile information and prepare reports.