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eTeach UK Limited; Littlehampton; On-site; GBP 26,000 - 29,000; Full time

Job summary

St Wilfrid's Catholic Primary School is seeking a proactive School Secretary/Administrative Assistant to join our team. The role involves high-quality administrative, financial and organisational support across the school, acting as the first point of contact for parents and visitors, and assisting in HR processes and CPD coordination.

The post is 37 hours per week, permanent, with term-time working and potential job sharing.

Qualifications

• Experience in school administration or office support is desirable.
• Strong organisational and communication skills essential.

Responsibilities

• General Administration: maintain records, calendar, email, forms, purchasing and filing.
• Attendance Administration: monitor attendance, contact carers per safeguarding protocols.
• Reception Duties: answer enquiries, sign in visitors and provide information to staff and parents.
• HR and Support: assist with HR processes, SCR maintenance and CPD coordination.
• Safeguarding: follow Keep Children Safe in Education guidelines and report concerns.

Job description

School Secretary/Administrative Assistant

Job Details

• Company: St Wilfrid's Catholic Primary School
• Salary Range: FTE NJC Grade 5/6 (£26,402.69 - £28,597.75)
• Hours: 37 hours per week
• Term Time Only (TTO) - Job share applications will be considered
• Contract type: Permanent
• Reporting to: Headteacher
• Start: November 2026

We are seeking to appoint an enthusiastic School Secretary/Administrative Assistant to join our hard working and supportive team. St Wilfrid's is a small, successful and happy school, combining a caring Catholic ethos with enthusiastic learners. Behaviour is good due to our commitment to high expectations and a positive approach to learning. You will work in a warm, friendly and caring environment, and play an essential role as the first face people see when visiting our school. St Wilfrid's is part of the Bosco Catholic Education Trust, providing great career progression and CPD opportunities.

Main Purpose of the Role

The Administrative Assistant is responsible for delivering high-quality administrative, financial and organisational support across the school. The post-holder will also support key HR processes and assist in the effective planning and delivery of support functions within the school. As the first point of contact for parents, visitors and other stakeholders, the post-holder will act as an ambassador for the school, ensuring all interactions reflect and uphold the school's values, vision and ethos.

Key Duties and Responsibilities

General Administration

• Update and maintain manual and computerised records and information systems.
• Maintain the school calendar.
• Assist with managing the school's email inbox, ensuring timely responses and forwarding messages when necessary.
• Manage and organise completed forms returned by parents.
• Report issues relating to the school's IT systems.
• Organise and distribute incoming and outgoing post.
• Provide administrative support to staff as needed.
• Book training courses for staff and maintain associated records.
• Order, monitor and manage stock and resources, ensuring best value and following purchasing procedures.
• Carry out filing, printing and photocopying and maintain printers/photocopiers to ensure continuous availability.
• Assist with organising parents' evenings, meetings and school events, including room booking, equipment setup and refreshments.
• Maintain records in line with the school's retention schedule and data protection legislation, ensuring confidentiality at all times.
• Managing of Medicines and school First Aid at Work representative.
• Any other duties required to support Headteacher and school i.e.: Lunch Cover.
• Work collaboratively with the Trust to ensure consistency, accuracy and efficiency in administrative processes across the Trust.

Attendance Administration

• Maintain accurate pupil attendance records and produce required reports.
• Monitor late arrivals and contact parents/carers to establish reasons for absence, following safeguarding protocols.

Reception Duties

• Act as the first point of contact for parents, visitors and other stakeholders.
• Handle phone and face-to-face enquiries professionally and supportively.
• Seek guidance from colleagues where necessary to resolve complex queries.
• Respond promptly and accurately to messages, ensuring appropriate follow-up.
• Provide information and support to pupils and staff.

Security

• Control access to the school in line with safeguarding procedures, including signing in visitors, checking identification, issuing passes and providing safeguarding information.
• Remain vigilant to unknown individuals on the premises and report concerns immediately.

Written Communication

• Draft and send professional emails that reflect the school's values.
• Support the preparation and distribution of communications (letters, newsletters, social media posts etc.) for parents, staff and stakeholders.
• Assist with marketing and promotional activities.

HR and Support Function Responsibilities

• Assist with the planning, development and delivery of the support functions of the school, ensuring smooth administrative and operational processes.
• Contribute to the development and coordination of training programmes, learning opportunities and CPD for support staff.
• Support the induction and mentoring of new support staff, ensuring they understand school processes and expectations.
• Maintaining the Single Central Records (SCR).
• Assist with routine HR functions typically required in a school environment, which may include: maintaining personnel records, organising staff training, supporting recruitment administration, including maintaining records on payroll and HR systems, assisting with absence reporting processes, maintaining confidentiality and compliance with HR policies.
• Work collaboratively with leaders to ensure support services operate efficiently and in line with school policies and statutory guidance.
• Work closely with the Trust School Secretary/Administrative Assistant on HR-related administration, data consistency, recruitment processes and compliance across the Trust.

Safeguarding

• Work in line with statutory safeguarding guidance (e.g. Keeping Children Safe in Education, Prevent) and our safeguarding and child protection policies.
• Work with the designated safeguarding lead (DSL) to promote the best interests of pupils, including sharing concerns where necessary.
• Promote the safeguarding of all pupils in the school.

Please note that this is illustrative of the general nature and level of responsibility of the role; it is not a comprehensive list of all tasks. The post holder may be required to do other duties appropriate to the level of the role, as directed by the Headteacher. St Wilfrid's Catholic Primary School and West Sussex County Council are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to an appropriate Disclosure and Barring Service check along with other relevant employment checks, including satisfactory references.