School Secretary - VP

Job Purpose

To provide efficient, confidential, and high-quality administrative and secretarial support to the Vice Principal. The role ensures smooth day-to-day operations of the Vice Principal’s office, effective communication within the school community, and adherence to school and GEMS Education policies.

1. Administrative & Secretarial Support

• Manage the Vice Principal’s calendar, appointments, and daily schedule efficiently.

• Handle correspondence, phone calls, and emails on behalf of the Vice Principal in a professional and timely manner.

• Prepare and organize documents, reports, memos, meeting minutes, and presentations as required.

• Maintain accurate and confidential records, ensuring easy retrieval when needed.

• Draft formal letters, internal communications, and notices with attention to accuracy and tone.

2. Communication & Coordination

• Act as the main point of contact between the Vice Principal and staff, parents, students, and external stakeholders.

• Coordinate meetings, events, and parent appointments, ensuring all logistics are managed effectively.

• Disseminate information from the Vice Principal’s office clearly and promptly.

• Support the Vice Principal in communicating key updates to departments and ensuring follow-ups are completed.

3. School Operations Support

• Assist in the preparation of academic and administrative documentation, including reports, circulars, and schedules.

• Support the Vice Principal in organizing assemblies, staff briefings, professional development sessions, and school events.

• Track and follow up on departmental tasks, deadlines, and actions assigned by the Vice Principal.

• Liaise with HR, Finance, and Operations teams for administrative coordination related to staff matters or school activities.

4. Confidentiality & Professionalism

• Handle sensitive and confidential information with discretion and integrity.

• Maintain professional and courteous behavior at all times, representing the Vice Principal’s office positively.

• Uphold school values, policies, and professional standards of conduct.

5. Additional Duties

• Provide administrative support to other members of the Senior Leadership Team when required.

• Assist in covering the Front of House or Administration Office during peak times or staff absences.

• Undertake any other duties as directed by the Vice Principal or Principal to support the school’s operations.

Skills & Attributes

• Strong organizational and multitasking skills with attention to detail.

• Excellent interpersonal and communication abilities.

• Discretion, integrity, and a high level of confidentiality.

• Ability to manage time efficiently and work under pressure.

• Positive attitude, flexibility, and a professional appearance.

• Strong team player with a service-oriented mindset

Qualifications & Experience

• Bachelor’s Degree or Diploma in Business Administration, Secretarial Studies, or a related field.

• Minimum 3 years of administrative or secretarial experience (preferably in an educational or corporate environment).

• Excellent command of English (spoken and written); Arabic is an advantage.

• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and school management systems.

GEMS Education is committed to safeguarding and promoting the welfare of all of its students and staff. A UK-enhanced DBS or equivalent police check is a pre-requisite for all appointments.