School Secretary at Aga Khan Education Service, Kenya (AKESK)

Position Summary
The School Secretary position reports directly to the Head Teacher and works closely with all staff, parents, guardians, and students by providing information and support when required.
The secretarial role is highly visible and varied, providing a comprehensive and confidential high-level administrative role in support of the school’s mission and vision.

Key Responsibilities

• Ensure that the Headteacher has excellent administrative support to enable him to focus on high-level management issues
• Manage back-office operations in the Head teacher’s office and provide secretarial support to all the staff.
• Ensure that the Head teacher’s diary is well managed, set reminders for meetings, the organization of meetings, and maintenance of confidential documents and files
• Provide support to the Headteacher in the prioritization of his workload and responding appropriately, and filtering requests on his behalf
• Develop and maintain a well-organized filing system for all correspondence, reports, and reference material related to the Head teacher’s work
• Provide secretarial support to the Headteacher by organizing meetings, preparation of agendas, minutes, and board papers, and liaising with Board committee Chairpersons as required
• Maintain an accurate record of staff meetings – notices, attendance records, and minutes of meetings;
• Organizing correspondences and following up on pending matters with limited direction
• Perform any other duties as requested by the Headteacher
• Communicate with parents, teaching staff, students, board members, and the public.
• Perform clerical duties for the school administration and teaching staff.
• Respond to phone call, coordinate meetings, and complete general office tasks.
• Maintain attendance, payroll changes, and other records for staff, students and parents.
• Perform HR and Administration duties.
• Manage the admissions process from end to end

Qualifications:

• Diploma in Secretarial studies, Business Management, or the equivalent
• Exceptional computer literacy

Experience:

• A minimum of 5 years working as a Secretary in a school, preferably in the private school
• Experience working in a complex company environment with matrix reporting

Skills (technical/behavioral):

• Strong planning and prioritization skills, loyalty, and a high level of confidentiality
• Ability to multi-task and maturity to handle a range of situations
• Outstanding oral and written English communication skills
• Strong personality, team player, with a high level of integrity
• Excellent interpersonal skills, meticulous and thorough
• An understanding of corporate governance protocol
• Highly developed organizational skills and ability to work under tight deadlines