Applicant Information Pack
School Secretary - Berkhamsted Prep
A Foreword from our Principal and Chief People Officer About Berkhamsted Prep
Berkhamsted Prep School is part of a supportive, family community which fosters a strong sense of belonging. Each pupil is treated as an individual and our child-centred approach to education ensures they develop a natural curiosity and thirst for learning Pupils benefit immensely from being part of a school that is recognised as providing a high quality educational experience for its pupils; where they achieve their best because of their extremely positive and ‘ can do’ attitude to school
Highly skilled and passionate teachers inspire our pupils through a rich and varied curriculum and an array of extra-curricular activities.
There are currently 338 pupils at Berkhamsted Prep School (aged 7-11).
Part of the Berkhamsted Schools Group
Berkhamsted Prep School is one of six schools that make up Berkhamsted Schools Group. Berkhamsted School is one of the country’s leading independent schools. It has a structure that provides the best in both co-educational and single-sex education, offering small class sizes and appropriate teaching environments for each age group, from age 3 to 18.
The School’s ‘diamond’ structure allows boys and girls to be taught together until the age of 11 (at Berkhamsted Pre-Prep and at Berkhamsted Prep), separately from 11-16 (Berkhamsted Boys and Berkhamsted Girls), before coming back together again in a joint Sixth Form (Berkhamsted Sixth).
Berkhamsted Prep pupils are provided with the opportunity of progressing to the Girls and Boys Senior Schools by sitting the Berkhamsted entrance exam a week prior to the external applicants
Job Description
Hours of Work:
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Full-time, term time only plus two weeks (specified)
Reporting to:
Headteacher/Deputy Headteacher(s), Berkhamsted Prep School
Purpose:
To be responsible for the provision of an efficient administrative and secretarial support function for the school and maintain systems to facilitate effective school management.
The School Office is the focal point for dealing with the great variety of day-to-day administrative and clerical matters that are necessary for the effective and efficient running of the School. It is required to deal with teachers, pupils, parents, prospective parents, suppliers, contractors and visitors of all sorts. It is the first point of contact that outsiders will have with the school. It is therefore important that the support staff who operate this busy and important office work closely together as a team and that each is flexible, co-operative and prepared to help with the duties of the other when necessary and ensure that the School’s good reputation is maintained at all times.
Job Description
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Responsibilities
To have an up to date and knowledgeable understanding of all BSG management information systems.
Hoursofwork:830am-5pmMondaytoFriday,allyearround
Communication
To write and coordinate written communication and information to parents.
To act as a point of contact for parents.
To undertake reception duties and deal with general enquiries from visitors, parents and staff dealing with all their enquiries/needs in a timely professional manner.
Administrative
To manage financial administration for the Prep School to include but not exclusive to; invoicing relevant parties, pupil charging sheets for clubs, events, pupil resources such as backpacks and swimbags.
To liaise with the Finance Department as needed regards Prep School finances.
To coordinate and manage the administration of Wrap Around Care, including the support of the management of School Transport for pupils where necessary.
To coordinate and manage the administration of Wrap Around Care, including the support of the management of School Transport for pupils where necessary.
To coordinate and manage the administration of the extra-curricular clubs, to include but not exclusive to; liaising with staff including external providers, coordination of the allocation of clubs, room bookings, creating and managing registers.
Job Description
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To manage and collate both weekly and daily School communication and information to parents via School Post and Parent Portal.
Hoursofwork:830am-5pmMondaytoFriday,allyearround
To coordinate and manage Prep School trips, including the management of trip information ensuring all relevant information and administration for trips is completed and relevant information is added on the School’s Cloud Booking system, including the organisation of transport for all Prep events/sports fixtures and trips.
Organisation of Prep events, including placing all BlueRunners for various Prep events: such as parent events, trips, visitors, internal meetings, performances, school productions and/or any requirements ensuring all within budget.
To undertake other administrative duties where necessary in order to facilitate the smooth running of the Prep School, such as Parents’ Learning Review Meetings.
To manage site room bookings for Prep.
Administer and ensure relevant pupil/parent lists are updated on an ongoing basis
General
To provide administrative and secretarial support to the Headteacher, Deputy Heads and Prep Staff when needed.
To manage and lead on any reasonable request where required, to assist with the smooth running of the office and/or Prep School.
To meet and understand the confidential nature of the school as set out in BSG policies and uphold confidentiality at all times.
To actively participate in professional development to maintain up to date knowledge and understanding of the roles and responsibilities of the job.
Person Specification
Job Description
Hoursofwork:830am-5pmMondaytoFriday,allyearround
Excellent interpersonal skills and the ability to communicate confidently with parents, pupils and colleagues
Team player, with a desire and aptitude to produce work to a high standard
Excellent and proficient IT skills
Flexible and pro-active approach. Willing to attend school events outside normal school hours
Friendly and efficient telephone manner
Strong attention to detail
Excellent time management and an ability to work under pressure and to deadlines
Benefits
We boast a competitive salary structure, alongside other benefits, which includes access to a comprehensive pension scheme.
The wellbeing of our staff is a priority. We have a developed programme for staff with initiatives and support in the areas of Economic, Physical, Emotional and Social wellbeing.
Free classes and advisory services. memberships and discounted rates in local establishments, together with cycle to work scheme, free on-site parking, free daily lunch, and fee reduction for staff's children are examples of some of the non-contractual benefits on offer in this programme.
Safeguarding and Child Protection Benefits Watch our video
Watch our video and hear from our colleagues why they enjoy working at the Berkhamsted Schools Group. Find out more about what it is really like to be a member of the community.
