Job Description

We are looking for an organised and customer focussed Secretary to provide an efficient support service to our village Primary School, situated in beautiful grounds in Albourne.
Part of the Hurst Education Trust, our lovely school is both successful and popular. It is very much part of the village community, with fantastic support from parents, governors, the nearby church and local groups and businesses.
We are inclusive in our approach; and strive for excellence for all through the highest standards of teaching and learning.
Job Title: School Administrator
Responsible to: Headteacher, Albourne CE Primary School
Key Responsibilities
Reception Duties

• Greet all visitors professionally, ensuring a positive first impression.
• Manage school access in line with safeguarding protocols: sign-in procedures, ID checks, visitor passes, and safety briefings.
• Handle parent and pupil queries, phone calls, and messages efficiently.
• Ensure pupils arriving or leaving during the day are signed in/out by an authorized adult.
• Maintain accurate pupil attendance records and generate reports as needed.
• Safely manage and transfer any parent payments to the Operations Manager or relevant party.

Office Administration

• Respond to telephone and written enquiries promptly.
• Provide secretarial support including drafting correspondence, reports, notices, and minutes.
• Photocopy, collate, file, and distribute documents as required.
• Manage incoming and outgoing post.
• Redirect emails to appropriate staff members in a timely manner.
• Send messages to parents on behalf of staff.
• In emergencies, evacuate with necessary documents (e.g., registers).
• Contact emergency services when required.
• Monitor and replenish general stationery supplies.
• Print and distribute school award certificates.
• Order and receive school supplies and equipment.

Club Administration

• Coordinate with staff and external providers for after-school clubs.
• Confirm club details: dates, venues, costs, insurance, qualifications, and safeguarding compliance.
• Liaise with Operations Manager on room availability.
• Create and distribute termly club timetables and information to parents.
• Maintain attendance registers for each club.

Newsletter & Website

• Collaborate with the Headteacher to write, design, and distribute the school newsletter.
• Update the school website regularly, including emergency closure information.

Additional Duties

• Perform annual bulk updates of pupil data on Bromcom.
• Maintain individual pupil records and registers.
• Organize parent consultation logistics.
• Serve as the Principal First Aider.
• Administer and record pupil medication, including controlled substances, per school policy.
• Keep office noticeboards current.
• Coordinate with PTA on event communications.
• Uphold the school's philosophy and ethos.
• Comply with Health & Safety policies.
• Carry out other duties as directed by the Headteacher or Operations Manager.

Job Details
Salary: 22,594.06 FTE 26,824.00
Contract Type: Permanent
Working Pattern: Monday to Friday , 37 hours per week , term time only
Location: Albourne, West Sussex, BN6 9DH
Interviews: Tuesday 18th November
What You Need to Succeed
To be successful in this role you will need to:
Person Specification
Qualificationsand experience Essential /
Desirable
Good standard of education - GCSE or equivalent English and Maths Grade 4 or
above
E
Excellent literacy skills, i.e. grammar, punctuation, spelling E
Strong attention to detail. E
Verygood IT skills including word, excel, desktop publishing, managing
databases, outlook, mail merge; knowledge of a range of applications
E
Experience of undertaking a range of clerical and administrative duties,
including data inputand retrieval.
E
Knowledge of management information systems- Bromcom. D
Experience of working in a school environment.
D
Experience of customer facing role.
E
Completed 3 day First Aid at work qualification. D
Skills and abilities
Able to work independently from own initiative and as a part of a team E
Ability to communicate with a range of people including other staff within the
school: governors, pupils,parents and outside agencies.
E
Ability to identify work priorities and managing own workload to meet
deadlines whilst ensuringthat lower priority work is kept up to date.
E
Understanding of and ability to maintain confidentiality.
E
Personal Qualities
Uphold and demonstrate the school's vision E
Good people skills, demonstrating sensitivity and tact.
E
Friendly, open and positive disposition. E
High professional standards and be a role model of reliability and behaviour. E
Willingnessto participate in further training and developmental opportunities
offered by the school to develop professionally.
E
Works well in a team, flexible and collaborative.
E
Hard-working and conscientious.
E
Able to demonstrate a commitment to equality, diversity and inclusion. E
Further Information
Albourne C of E Primary School and West Sussex County Council are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to an appropriate Disclosure and Barring Service check along with other relevant employment checks, including satisfactory references.
How to Apply
To apply for this role please download the job description and application form below.
Please complete the application form and ensure that you outline your motivations for applying and explaining the skills and experience you can bring to the role (please refer to the key skills in the job description).
Once complete please return this to
Should you have any questions regarding the role or the application please feel free to email us.
NOTE TO CANDIDATES - Please do not select the 'Apply online' button as the School processes your applications directly rather than through this site.?
The reference number for this role is SCHO01237.
Available documents

Skills Required