School Secretary

Job Description:

School secretaries provide administrative support in schools.

Job Category:

Education

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What you will do:

In your day-to-day duties you could:

act as the main contact for parents, governors and pupils
answer queries face to face, by email and by telephone
greet visitors and provide refreshments
use IT systems to run financial reports and other data analysis
keep paper and electronic records up to date
use reprographic equipment
order resources, pay invoices and bank cash
administer school meal payment system
attend appointments and meetings outside of normal working hours

Skills:

You’ll need:

business admin knowledge
to be able to use a computer and the main software packages confidently

As well as:

administration & customer service skills
to be thorough and pay attention to detail
the ability to work well with others (teamwork skills)
the ability to work on your own (drive)
sensitivity and understanding
to be flexible and open to change (adaptability skills)
excellent verbal communication skills

Illustration of employee looking at workspace

Entry Requirements:

To become a School Secretary, you don’t typically need specific subjects, but a strong educational background and certain skills can be advantageous. School Secretaries play an important administrative role in educational institutions. Here are some subjects that can be helpful:

English Language: Good communication skills are essential for a School Secretary. English Language can help you develop strong written and verbal communication skills.
Mathematics: Math skills are often required for tasks such as managing budgets, handling financial transactions, and assisting with payroll.
Business Studies or Administration: While not mandatory, taking courses in business studies or administration can provide a foundation in business and office management principles, which are relevant to the role of a School Secretary.
ICT (Information and Communication Technology): Proficiency in using office software, email, and other technology is important for administrative tasks. ICT skills can be acquired through courses or other training.

Post School

You can get into this job through:

a college course
Apprenticeship
working towards this role
applying directly

College

You could complete a college course to get some of the skills needed for this job. In the UK, for example, courses include:

Award in Support Work in Schools
Diploma in Business Administration
Level in Management and Administration

Apprenticeship

You can get into this job through a business administrator advanced apprenticeship or a school business professional higher apprenticeship.

Work

You could start as an admin assistant in a larger school or multi-academy trust and work your way up to a post with more responsibility.

Direct Application

You could apply directly to become a school secretary. Employers would expect you to have a good standard of general education and experience of office work.

You should be able to use common office software including spreadsheets. Knowledge of accounts packages would also be helpful, although employers may provide training in some of these.

Working Hours and Environment:

A typical week of work consists of 36-38 hours of work. You could be required to work term-time attending events or appointments.

You could work in an office, in a reception area or at a school.

Career Path & Progression:

With experience, you could progress to school business manager, or personal assistant (PA) to the headteacher.