School secretary

Glen Eden Primary School; Waitakere Ranges; On-site; NZD 52,000 - 65,000; Full time

Job summary

Glen Eden Primary School is seeking a School Secretary to manage reception, phone and email inquiries, visitor greeting, banking tasks, and student records throughout a typical 8:00am–4:00pm school day.

The role involves working with Hero and ENROL systems, processing roll returns to MOE, coordinating trips, and supporting administrative tasks across the office and classrooms.

Qualifications

• Experience in reception and handling telephone calls.
• Familiarity with banking and receipt processing.
• Experience maintaining school records and admin systems.

Responsibilities

• Answer phone calls in a timely and friendly manner
• Serve as first point of contact for all visitors, staff and students
• Respond to emails and correspondence in a timely manner
• Post outgoing mail and clear mailbox
• Receive goods and arrange returns for couriers
• Manage all Eftpos transactions
• Receipt all monies into Hero if required
• Prepare banking as necessary, compile paperwork and hand to Office Administrator
• Maintain Hero loadings of class roles and Student management system
• Follow up on absentees via SMS, phone call and email
• Enter new students, pre-enrolments, students leaving and maintain throughout the year
• Check online enrolments and upload
• Go through enrolment process with prospective parents, required documentation and visits
• Book appointments with Principal or DP if required
• Submit roll returns to the MOE on 01 March and 01 July
• Request student records and reports from old school if applicable and enter into Hero and ENROL
• Train office monitors as necessary
• Receipt and reconcile monies received in Hero
• Administer school trips including bus booking
• Create and print certificates for Year 6 students
• Maintain a current First Aid Certificate and perform sickbay duties as required
• Order bulk stationery and organise sales at the beginning of the year and smaller sales during the year
• Liaise with Appresso regarding all aspects of lunches including specialty labels, trip lunches, daily lunch spreadsheet and dietary requirement spreadsheet
• Respond and communicate with team during emergencies
• Order as necessary and check off goods as they are delivered
• Stamp, organise and distribute resources that are received
• Set school bell as needed and turn on at the beginning of term and off at the end of term
• Perform afternoon patrol at 3pm down at West Coast Rd alongside Office Administrator
• Book regular and casual hires, invoice as needed and reconcile payments
• Notify alarm company of any evening activities, hall hire or regular evening meetings
• Be point of contact for all van hire bookings, key allocations, mileage logs and quarterly reporting to Ted Manson Foundation
• Invoice Ted Manson Foundation quarterly for donation

Skills

Reception experience

Phone handling

Customer service

Job description

The School Secretary is responsible for reception, telephones, receipting and banking, student services, and student records management. Working hours are 08:00am - 4:00pm.

Key responsibilities

Answer phone calls in a timely and friendly manner

Serve as first point of contact for all visitors, staff and students

Respond to emails and correspondence in a timely manner

Post outgoing mail and clear mailbox

Receive goods and arrange returns for couriers

Manage all Eftpos transactions

Receipt all monies into Hero if required

Prepare banking as necessary, compile paperwork and hand to Office Administrator

Maintain Hero loadings of class roles and Student management system

Follow up on absentees via SMS, phone call and email

Enter new students, pre-enrolments, students leaving and maintain throughout the year

Check online enrolments and upload

Go through enrolment process with prospective parents, required documentation and visits

Book appointments with Principal or DP if required

Submit roll returns to the MOE on 01 March and 01 July

Request student records and reports from old school if applicable and enter into Hero and ENROL

Train office monitors as necessary

Receipt and reconcile monies received in Hero

Administer school trips including bus booking

Create and print certificates for Year 6 students

Maintain a current First Aid Certificate and perform sickbay duties as required

Order bulk stationery and organise sales at the beginning of the year and smaller sales during the year

Liaise with Appresso regarding all aspects of lunches including specialty labels, trip lunches, daily lunch spreadsheet and dietary requirement spreadsheet

Respond and communicate with team during emergencies

Order as necessary and check off goods as they are delivered

Stamp, organise and distribute resources that are received

Set school bell as needed and turn on at the beginning of term and off at the end of term

Perform afternoon patrol at 3pm down at West Coast Rd alongside Office Administrator

Book regular and casual hires, invoice as needed and reconcile payments

Notify alarm company of any evening activities, hall hire or regular evening meetings

Be point of contact for all van hire bookings, key allocations, mileage logs and quarterly reporting to Ted Manson Foundation

Invoice Ted Manson Foundation quarterly for donation