Primary School Secretary

ROLE SUMMARY:

Inspired is seeking to appoint a “Primary School Secretary” to join St John’s International School on a Full-Time basis.

Founded in 1964, St. John’s International School is a private, non-profit educational institution. We are an IB continuum school committed to excellence in education through inquiry-based, child-centred teaching and learning. We are accredited by the Council of International Schools (CIS) and the Middle States Association of Colleges and Schools (MSA).
Circa 450 students from 55 countries pursue a challenging academic curriculum that includes an emphasis on development in athletics and the arts, all within the context of the ethos and values that make St. John’s unique.

The highly educated, qualified and dedicated international teaching faculty makes the difference for the students at St. John’s. Among more than 15 nationalities represented, approximately quarter each hail from the UK, the US, Belgium and the rest of the world. More than 50% of the faculty holds advanced degrees.
Students and staff benefit from a wide range of world-class facilities, including high specification visual and performing arts areas and extensive sports grounds designed to offer something to everyone.

English is the language of instruction throughout the school. French is taught in all grades from kindergarten at foreign language and native speaker levels. Spanish, German and Dutch are offered as world languages from Grade 8 onwards. A dual language programme in English and French is offered as an option from grades Pre-K through Grade 5. Self-taught mother tongue languages are also offered in Grades 9 to 12.

The school  is situated in a pleasant residential part of French-speaking Waterloo, within easy walking distance of local shops and amenities. Waterloo and the surrounding area offer a great way of life whether you are joining solo or with your family. The centre of Brussels is easily reached by car or tram. This world city offers all of the cultural, economic and other attractions of a political capital. 

We offer an excellent package to members of staff, a comprehensive induction programme and a very warm welcome to St. John’s in what we trust will be a long and happy career with us!

The role of the PS Secretary is of crucial importance at St John’s. The PS Secretary – students-facing, parent-facing, visitor-facing – is absolutely pivotal in setting the highest standards of customer care.
The PS Secretary is responsible for managing the PS office and ensuring that parents, students, staff and visitors receive a high-quality welcome and whatever support they need, ensuring that their perception of the school aligns with our image and values.  The PS Secretary is required to provide excellent administrative and secretarial support. In particular, the PS Secretary and the school office team may be required to provide support to the Leadership Team and Teaching staff. 

KEY RESPONSIBILITIES:

• Manage the PS front office operations, including answering phone calls, greeting visitors, and handling inquiries (emails or in person).
• Assist with the scheduling of appointments, meetings, and events within the PS school.
• ​​​​​​​​​​​​​​​​​​​​​Handle whole school student, Cub Care and staff attendance records and report absences to appropriate staff.
• ​​​​​​​Liaise with catering about student lunch requirements 
• ​​​​​​​​​​​​​​​​​​​​​Maintain and update student’s data in ISAMs (MIS) platform regularly, ensuring accuracy and confidentiality and run reports as required by teachers and administrators. 
• Maintain accurate and up-to-date staff records, ensuring compliance with school policies 
• Allocate whole school substitute teachers : manage subs list, enroll/report outsourced subs via Randstad, manage staff absences in Cover Manager  
• Coordinate duty rosters, swimming schedules, and student supply lists 
• Set up the parent-teacher conference’s platform, assist with parent bookings, and organize logistics 
• Prepare new student information, teacher orientation, and annual photo schedule 
• Prepare and distribute the parent newsletter via SWAY on a weekly basis 
• Prepare purchase requests and reconcile PS petty cash expenses 
• Keep class lists, fire drill registers, and contact information updated 
• Manage errands, organize gifts, and celebrations when required 
• Attend faculty and other requested meetings to take minutes. 
• ​​​​​​​Act as the primary contact for medical emergencies in the absence of the school nurse 

THE IDEAL CANDIDATE WILL HAVE:

• Diploma or degree in Administration 
• Excellent written and spoken English and French  
• Proven experience in an administrative or secretarial role, experience in a school or educational setting an advantage. 
• A people person - able to demonstrate excellent interpersonal and communication skills – both oral and written - and a willingness to foster positive relationships within school and the wider St John’s Field community 
• Positive, enthusiastic, with a ‘can do’ flexible approach and keen to work as part of a busy and dynamic school. 
• Highly organised with an excellent eye for detail and ability to multi-task 
• Able to see the bigger picture and do as much as possible to help others do their job 
• Calm and empathetic – a good listener 
• A problem solver 
• High degree of initiative and common sense 
• High working standards for self and others 
• A confident user of a range of IT applications – knowledge of Word and Excel essential – knowledge of Office 365 preferable – knowledge of ISAMs an advantage 

SAFEGUARDING STATEMENT

Inspired Education Group is committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practices and pre-employment background checks will be undertaken before any appointment is confirmed.