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Junior School Secretary

Job Reference schooltalent/TP/33703/2109

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Number of Positions:
1
Contract Type:
Part Time Permanent
Salary:
£19,665.15
Working Hours:
37.5 hours, Term-Time Only* *plus 2 weeks to be worked out-with term time for example to prepare for the start of the academic year.
Location:
The Pends, St Andrews, Fife
Closing Date:
23/09/2025
Department:
Administration
Region / Division:
St Leonards
Job Role:
Operational/Professional Services

The Role

Job Title: Junior School Secretary 

Responsible to: Head of Junior School

Responsible for: N/A 

Hours of Work: Permanent, full-time position (37.5 hours per week), term time only*.

*plus 2 weeks to be working out-with term time to support the operational running and preparation ahead of the academic year.

Job Purpose: 

The post-holder is expected to uphold and actively promote the ethos of St Leonards School. The Junior School Secretary will oversee a range of administrative tasks as highlighted below. This is a demanding and varied role which requires exceptional face to face customer service and time management skills as well as IT proficiency including Google and Microsoft applications.

Reporting to the Head of Junior School, the post-holder will constantly review systems and procedures to enhance the efficiency and effectiveness of his/her areas of remit. 

Key areas of responsibility: 

Strategic Communication and Customer Service

  • Act as the main point of contact for all Junior school enquiries.

  • Facilitate clear and timely communication with parents, conveying important information and addressing enquiries to uphold a positive school-parent relationship.

  • Overseeing daily pupil attendance and compile tracking information as required. 

  • Compile and circulate Junior school mailings and other communications as required

  • Maintain the JS Office and Reception area to a professional high standard of organisation and tidiness at all times.

Diary Management 

  • Proactively manage the diary of the Junior School Head, optimising schedules, coordinating appointments, and ensuring efficient use of their time

Meeting Preparation: 

  • Skillfully prepare meeting materials, agendas, and documentation to ensure the Head of Junior School is well-equipped for productive and informed discussions.

Confidentiality Maintenance

  • Uphold the highest standards of confidentiality when handling sensitive information, demonstrating discretion and trustworthiness in all interactions.

Record Keeping 

  • Producing documentation to support the smooth operation of the Junior School 

  • Maintain accurate and organised records of meetings, communications, and other relevant documentation, ensuring easy retrieval and reference.

Resource & Finance Management: 

  • Manage record keeping of JS budget and expenditure, including purchase orders, invoice and statements 

  • Manage resource ordering for the Junior School.

Event Coordination

  • Assist in the planning and execution of school events, coordinating logistics and liaising with relevant stakeholders to ensure successful outcomes.

Travel Arrangements: 

  • Manage travel logistics for Junior School staff and school trips, including itinerary planning, accommodation, and transportation.

Task Prioritisation

  • Prioritise tasks and responsibilities, demonstrating an ability to juggle multiple priorities and meet deadlines efficiently.

  • Implement Cover Rota as required including supervision duties

Proactive Problem Solving

  • Anticipate challenges and proactively address issues before they arise, demonstrating a solution-oriented approach in managing the daily responsibilities of the Head of Junior School

This is not intended to be an exhaustive list of responsibilities and duties. It is expected that the post-holder will participate in other reasonable activities which may be required to meet the needs of the School or for better fulfilment of the role.

Person Specification

Criteria

Essential

Desirable

Education, Training and Qualifications

  • Educated to SQA Standard Grade, O Level or equivalent in English and Maths  as a minimum.

  • Educated to SQA Higher Level, A Level or equivalent.

  • IT and/or Admin Qualification such as ECDL.

Experience

  • Significant experience of working in a varied administrative role.

  • Proficient user of ICT

  • Experience of working within the public sector or in an Education environment.

  • Experience of Google Suite

Skills

  • Excellent problem solving skills and ability to use initiative.

  • Exceptional customer service skills; focusing on customer needs and requirements.

  • Proven ability to share knowledge.

  • Excellent written and verbal communication skills.

  • Strong interpersonal and negotiation skills.

  • Sound time management and organisational skills.

  • Sound IT skills


Interpersonal skills

  • Emotional intelligence; reading signals and adapting your approach when needed.

  • Self-motivated, positive and enthusiastic.

  • Excellent attention to detail.

  • Ability to communicate effectively with staff, parents, students and external organisations from all different backgrounds.

  • Tactful and discreet with the ability to handle confidential information.

  • Ability to work calmly under pressure. Resilient.

  • Assertive yet non-confrontational and a comprehensive communicator. 

  • A flexible approach to work, adapting to change at short notice.

  • Professional manner and appearance.

  • Empathy with the aims and ethos of the Independent Schools’ sector.




About St Leonards

St Leonards is a friendly and forward-looking independent, coeducational, boarding and day school situated on an historic campus at the heart of the university town of St Andrews. The school enjoys an unrivalled location - there are sandy beaches, world-class Links golf courses, and historic sites on its doorstep.

St Leonards delivers the inspiring, globally-recognised International Baccalaureate curriculum (which has been praised by university admissions officers for its focus on deepening learning learning, offering wider subject options, and enriching minds) for pupils aged five to 18, and was the first school to be accredited as an all-through IB school in Scotland. It is one of just two schools in the UK to actively offer all four IB programmes, ensuring a seamless learner journey. The youngest pupils follow the Primary Years Programme, which goes hand-in-hand with the vibrant Outdoor Learning programme at St Leonards. This is followed by the Middle Years Programme and (I)GCSEs. In the Sixth Form, pupils choose between the Career-related Programme and the Diploma Programme.

St Leonards enjoys a rich sporting heritage, and continues to boast a strong record of achievement with pupils representing the school nationally in golf, rugby, lacrosse, hockey, horse riding, and small-bore rifle shooting. The leading five-tier Golf Programme continues to go from strength to strength, the Duke of Edinburgh Award is the fastest growing of all Scottish independent schools, and an exciting calendar of trips and activities ensures pupils leave St Leonards equipped with the skills required to succeed in today’s ever-changing world. Truly an education ‘Ad Vitam’ (for life).


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