School Secretary and Receptionist

International Schools Partnership Limited; Alicante; Presencial; EUR 25.000 - 35.000; Jornada completa

Descripción de la vacante

A dynamic school in Alicante is seeking a School Secretary to ensure seamless operations and provide exceptional client service. The ideal candidate will have strong communication and organizational skills, with a commitment to safeguarding and a friendly demeanor. This role includes administrative support for school leadership and student information management.

Servicios

Free Tuition for School-Age Children

Free School Lunches

Professional Development Opportunities

Access to Healthcare Plan

36 Days Annual Leave

Formación

• Good level of English and proficiency in Spanish required.
• Proven administrative experience preferred.
• Ability to manage multiple tasks under pressure.

Responsabilidades

• Manage student records and admin tasks.
• Provide front office client service.
• Coordinate school events and logistics.

Conocimientos

Communication

Organizational Skills

Discretion

Educación

Experience in Educational Environment

Herramientas

Microsoft Office Suite

iSAMS

Descripción del empleo

School Secretary

Purpose of the Role

The School Secretary plays a vital role in ensuring the smooth and efficient daily operations of the school. As

the first point of contact for families, staff, and visitors, this role is central to delivering a warm, professional,

and efficient front office experience. The secretary ensures key administrative functions are managed with

care, accuracy, and discretion, supporting school-wide communications, student data systems, and event

coordination.

Reporting To

Head of Marketing

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do.

Simply, their success is our success. Wellbeing and safety are both essential for learners and learning.

Therefore, we are consistent in identifying potential Safeguarding and Health & Safety issues and

acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and

differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the

most difference. We apply school policies and procedures and embody the shared ideas of our

community.

Are financially responsible. We make financial choices carefully based on the needs of the children,

students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and

professional development and school improvement.

Key Areas Of Responsibility

• Front Office & Client Service
  
  

Serve as the first point of contact for visitors, students, and parents, ensuring a warm, professional

welcome.

Answer and manage phone calls, emails, and general inquiries in a timely and professional manner.

Maintain the reception area to a high standard of presentation and ensure all displays and information

are current.

Administer and monitor access for external visitors, issue visitor lanyards, and uphold safeguarding

procedures.

Support school events by coordinating guest sign-ins, liaising with staff, and assisting with

front-of-house logistics.

Issue security access keys to authorised visitors.

• Student Information Systems & Records
  
  

Maintain and update student records, attendance, and class assignments using iSAMS

Monitor daily attendance and follow up on absences.

Generate reports from iSAMS as requested by leadership.

Update parent communication details in the system and assist with school-wide communications.

Maintain accurate pupil lists and manage updates during transitions or new academic years.

Assist with student house lists and data for school systems (e.g., Buddy app).

• Academic Administration
  
  

Prepare and issue academic certificates, diplomas, and transcripts across the school.

Support celebration events and graduation ceremonies with required documentation.

Assist with school reports, visa certificates, and past student requests.

Coordinate delivery of the yearbook and maintain related records.

• School Resources & Materials
  
  

Manage stationery orders for the Secondary School and distribute supplies as needed.

Process classroom and office supply purchases (including Amazon orders).

Receive, track, and distribute incoming deliveries, mail, and parcels.

Maintain the school’s documentary archive in line with organisational standards.

• Uniforms, Lunches & Transport
  
  

Manage uniform distribution and coordinate returns with families.

Issue lunch cards and record payments for daily lunch and bus services.

Update pupil lunch and transport information in school systems.

Liaise with catering providers regarding special dietary needs and pupil lists.

Support bus communication through the transport app and notify relevant staff.

• Administrative Support & Procurement
  
  

Provide administrative and secretarial support to the Head of Marketing and School Leadership as

required.

Place orders for school materials, supplies, or services as directed by school leaders or the Head of

Marketing (e.g., promotional materials, event items, office supplies).

Coordinate logistics for orders and deliveries; ensure timely follow-up and receipt of goods.

Support logistical arrangements such as booking taxis, liaising with suppliers, or coordinating catering.

Assist with documentation, printing, filing, and other admin tasks for leadership and marketing

initiatives.

The above details are not exhaustive and the postholder may be required to undertake tasks, roles and

responsibilities as may reasonably be assigned to him/her by the Senior Leadership team.

Experience & Skills

Qualifications and Experience

Good level of English (written and spoken), proficiency in Spanish

Legal right to work in Spain.

Proven administrative or secretarial experience, preferably in an educational environment.

Proficiency in school management systems (e.g., iSAMS) and Microsoft Office Suite.

Experience handling customer service and multitasking in a dynamic setting.

Skills and Attributes

Excellent interpersonal and communication skills.

Strong organisational skills and attention to detail.

Ability to manage multiple tasks calmly and efficiently under pressure.

Discretion and ability to manage confidential information.

Friendly, proactive, and team-oriented approach.

Commitment to the values, ethos, and safeguarding responsibilities of the school.

Working Conditions and Employment Benefits

Based on-site with daily interaction with students, staff, and parents.

Hours: Monday to Thursday, 8:30 a.m. – 5:00 p.m., Fridays 8:30 a.m. – 4:00 p.m. (may vary slightly for

events). Flexibility may occasionally be required to support school events or activities outside regular

hours.

Annual Leave: Full-time employees are entitled 36 days per academic year, in line with the school’s

policy.

Free Tuition for School-Age Children: Eligible full-time permanent employees may avail themselves of

the benefit of free tuition for their school-age children, provided that the child successfully gains

admission to the school. (subject to admission).

Free School Lunches: Provided daily to all staff.

Healthcare: Access to a private healthcare plan at a flat rate, including family coverage which comes

with a tax advantage.

Professional Development: Ongoing training and development opportunities available.

ISP Commitment to Safeguarding Principles

Lady Elizabeth and ISP is committed to safeguarding and promoting the welfare of children and young people

and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate

vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’

employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining

high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age,

disability status, neurodivergence, socio-economic background or other demographic characteristics.

Candidates who share our vision and principles and are interested in contributing to the success of ISP through

this role are strongly encouraged to apply.