PRIMARY SECRETARY [011/2026]

The Primary Secretary plays a crucial role in ensuring the smooth functioning of the school’s administrative office while providing essential support services to both academic and non-academic personnel. This position involves maintaining up-to-date staff profile records for administrative statistics, serving as a valuable resource for the Management Team, and executing a variety of complex office secretarial tasks to alleviate the HOS/Principal from clerical and routine administrative responsibilities.

Key responsibilities include offering secretarial and administrative assistance to the HOS/Principal, Deputy Principals, Heads of Departments, and teachers. The Primary Secretary will manage the HOS/Principal’s appointment calendar, liaising with teachers regarding incoming inquiries from parents and ensuring appropriate follow-up on messages. Additionally, the role requires addressing questions from students, staff, and parents via phone, email, or in person, as well as handling internal communications with teachers.

Collaboration with teachers and other administrative personnel is essential for the day-to-day operation of the school and for organizing school events. The Primary Secretary will prepare and coordinate meetings by arranging agendas, notices, forms, refreshments, equipment, and other necessary materials. Scheduling of conference room bookings will also be part of the responsibilities. Furthermore, the Secretary will work closely with the HR department to manage the teachers’ sign-in and sign-out process and oversee all examination-related requirements as designated by the Principal, including coordinating with teachers to ensure the provision of examination papers during exam periods.

The role also includes acting as the coordinator for the Extra Academic Support Program (EAS) and the Student Learning Support Program for both primary and secondary departments. The Primary Secretary will schedule and contact candidates for interviews required by the Principal and collect lesson plans weekly for the Principal’s review. Maintaining accurate information regarding students and teachers, including up-to-date contact details and attendance records, is crucial, along with managing and maintaining budgets and invoicing.

The Secretary will coordinate with relevant departments for purchase requests, advance payments, and cash reimbursements for teachers, as well as provide administrative support for their professional development programs. Organizing and storing paperwork, documents, and digital information is essential, which includes creating and maintaining filing systems. This role involves compiling and filing minutes of meetings, teacher appraisal reports, student attendance records, correspondence with parents, and other essential documentation as required by the Principal. The Primary Secretary will also keep a record of school activities and coordinate the transportation of students to and from classrooms. Additional tasks include photocopying and printing various documents as assigned by the Principal and performing other duties as directed by the HOS/Principal, including personal matters.