**Description**
School Secretary
Purpose of the Role
The School Secretary plays a vital role in ensuring the smooth and efficient daily operations of the school. As
the first point of contact for families, staff, and visitors, this role is central to delivering a warm, professional,
and efficient front office experience. The secretary ensures key administrative functions are managed with
care, accuracy, and discretion, supporting school-wide communications, student data systems, and event
coordination.
Reporting To:
Head of Marketing
ISP Principles
Begin with our children and students. Our children and students are at the heart of what we do.
Simply, their success is our success. Wellbeing and safety are both essential for learners and learning.
Therefore, we are consistent in identifying potential Safeguarding and Health & Safety issues and
acting and following up on all concerns appropriately.
Treat everyone with care and respect. We look after one another, embrace similarities and
differences and promote the well-being of self and others.
Operate effectively. We focus relentlessly on the things that are most important and will make the
community.
Are financially responsible. We make financial choices carefully based on the needs of the children,
students and our schools.
Learn continuously. Getting better is what drives us. We positively engage with personal and
professional development and school improvement.
Key Areas of Responsibility:
1. Front Office & Client Service
Serve as the first point of contact for visitors, students, and parents, ensuring a warm, professional
welcome.
Maintain the reception area to a high standard of presentation and ensure all displays and information
are current.
Administer and monitor access for external visitors, issue visitor lanyards, and uphold safeguarding
procedures.
Support school events by coordinating guest sign-ins, liaising with staff, and assisting with
front-of-house logistics.
Issue security access keys to authorised visitors.
2. Student Information Systems & Records
Maintain and update student records, attendance, and class assignments using iSAMS
Monitor daily attendance and follow up on absences.
Generate reports from iSAMS as requested by leadership.
Update parent communication details in the system and assist with school-wide communications.
Maintain accurate pupil lists and manage updates during transitions or new academic years.
Assist with student house lists and data for school systems (e.g., Buddy app).
3. Academic Administration
Prepare and issue academic certificates, diplomas, and transcripts across the school.
Support celebration events and graduation ceremonies with required documentation.
Assist with school reports, visa certificates, and past student requests.
Coordinate delivery of the yearbook and maintain related records.
4. School Resources & Materials
Manage stationery orders for the Secondary School and distribute supplies as needed.
Process classroom and office supply purchases (including Amazon orders).
Receive, track, and distribute incoming deliveries, mail, and parcels.
Maintain the school’s documentary archive in line with organisational standards.
5. Uniforms, Lunches & Transport
Manage uniform distribution and coordinate returns with families.
Issue lunch cards and record payments for daily lunch and bus services.
Update pupil lunch and transport information in school systems.
Liaise with catering providers regarding special dietary needs and pupil lists.
Support bus communication through the transport app and notify relevant staff.
6. Administrative Support & Procurement
Provide administrative and secretarial support to the Head of Marketing and School Leadership as
required.
Place orders for school materials, supplies, or services as directed by school leaders or the Head of
Marketing (e.g., promotional materials, event items, office supplies).
Coordinate logistics for orders and deliveries; ensure timely follow-up and receipt of goods.
Support logístical arrangements such as booking taxis, liaising with suppliers, or coordinating catering.
Assist with documentation, printing, filing, and other admin tasks for leadership and marketing
initiatives.
The above details are not exhaustive and the postholder may be required to undertake tasks, roles and
responsibilities as may reasonably be assigned to him/her by the Senior Leadership team.
Experience & Skills
Qualifications and Experience
Good level of English (written and spoken), proficiency in Spanish
Legal right to work in Spain.
Proven administrative or secretarial experience, preferably in an educational environment.
Proficiency in school management systems (e.g., iSAMS) and Microsoft Office Suite.
Experience handling customer service and multitasking in a dynamic setting.
Skills and Attributes
Excellent interpersonal and communication skills.
Strong organisational skills and attention to detail.
Ability to mana