Introduction
It is surprising how much power and influence school secretaries
can have. In providing administrative support for all aspects of
the school's activity, they play a crucial part in how well it is
run. They also take on social duties - arranging school trips and
parties for example.
Work Environment
Secretaries work mostly in busy school offices and at times visit
other parts of the school. They may also act as receptionists. Like
most clerical staff they lift and carry files and other similar
mobile duties. They do not sit at a computer all the time!
Secretaries, clerks and bursars in primary and middle schools work
for 40 weeks a year, almost entirely during term-time.
In secondary schools, secretarial and clerical staff may work
all year round. They are expected to take their annual leave during
school holidays. They are expected to dress reasonably smartly.
Daily Activities
Much of the time secretaries answer the phone, type letters,
reports and memos for the head teacher; sort and distribute mail;
do printing and photocopying and keep records of pupils and staff.
They can be responsible for statistical returns to government
departments. Usually the first person a visitor or parent meets
when coming to the school is the secretary.
It is the job of the secretary to look after stocks of
stationery, keep inventories of all equipment and carry out annual
stocktaking. They also have to fill in order forms, check goods as
they arrive, file invoices for payment and arrange for repairs.
They look after dinner money, petty cash and payments for school
outings and clubs. A school secretary would normally have
working contact with teachers, parents, governors, councillors,
salesmen and other visitors to the school.
Skills & Interests
A well-organised approach to work is vital. Written and verbal
communication skills are important: patience and a calm, reassuring
manner are helpful in dealing with pupils (who can be difficult!)
or worried and even irate parents. The ability to work with figures
and keep financial and statistical records is necessary. Complete
confidentiality is essential when handling personal
information. Secretaries will need to have had full office
training, including the use of information technology.
Entry Requirements
No formal academic qualifications are specified, but a good
standard of education is expected with a proper grasp of maths and
English. A secretarial qualification is useful and experience of
office work and computer literacy are nearly always required.
Most secretaries are adults with several years experience of
office work, though some schools now appoint young assistants who
will become school secretaries after on-the-job training. Adults
can gain recognition of their skills and experience by working
towards NVQs/SVQs to which there is open access - no academic
qualifications are required and there are no age limits.
NVQs/SVQs at levels 1,2,3 and 4 in Business Administration may be
gained through college-based or work-based training.
Future Prospects & Opportunities
These are limited. You can progress by moving to a larger school,
or becoming a bursar where the post exists in middle and secondary
schools. School secretaries may have to take posts outside
education to further their career.
Further Information & Services
Council for Administration www.cfa.uk.com
Education jobs www.eteach.com
Institute of Chartered Secretaries & Administrators www.icsa.org.uk
You may find further information about this area of work through
Careers Wales (www.careerswales.com/) or
in your local library, careers office or school careers
library.