School Secretary

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.

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