Vacancy Details

6720 - Secondary School Secretary

Location: UAE - Dubai
Closing Date 30-Sep-2020
About the Role

Job Title

Secondary Secretary

Job Purpose


The Secondary Secretary will ensure the smooth running of the entire secondary division in conjunction with the Secondary Leadership Team in order to maximize student learning capacity and opportunities.


Reports To:

Secondary School Principal


Secondary front of house staff

Interfaces With:

Faculty, staff, students, parents, colleagues, members of the School Support Centre and the general School Community


Vision and Strategic Direction


Models and encourages a culture of kindness in support of the GEMS/GWA core values and upholds the mission and ethos of the school as a non-selective, international and academically successful school through the lens of the International Baccalaureate Organisation.


Acts as an ambassador for the school and performs all job duties in an efficient, professional, and confidential manner. Takes initiative to improve systems and processes to aid in efficiency and effectiveness.


Role Description

●Maintains high quality communication from and within the school office. Liaises with tact and diplomacy with school staff, parents and representatives of the GEMS Corporate Office.

●Facilitates and coordinates all secretarial and administrative functions to ensure the smooth running of the Divisional Office.

●Reviews and updates all documents, calendars and school related activities. Organizes and coordinates office management activities and oversees school events. Communicates information to faculty, staff, parents and students.

●Ensures that GEMS policies, procedures, and codes of conduct are followed at all times.


Core Responsibilities

Administrative Support to Secondary Principal and the Division

●Respond to telephone calls and enquiries courteously and direct calls to appropriate school personnel.

●Work in tandem with all receptionists, creating a positive team ethos.

●Assist with parent issues at the desk, trying best to resolve them in timely and professional manner

●Provide information in regards to school programs, events, functions, activities, examinations and timings.

●Relate courteously with visitors and welcome them to the school.

●Maintain a clean and tidy reception area at all times.

●Gather and communicate updated information on School events, activities and meetings through daily bulletin.

●Assist with Secretarial tasks assigned as and when reasonably required by Supervisor

●Ensure the GEMS policies, procedures, and codes of conduct are followed at all times

●Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.

●Attend staff meetings and serve on committees as required

●Perform other duties as requested by direct & dotted reporting line managers / supervisors.

●To provide back-up and support for Reception

●Attend and take minutes at SSLT meetings

●Responsible for secondary staff attendance including supply teacher wages and monthly attendance reporting for HR

●Administer an online cover calendar

●Produce weekly cover report

●Assist with administration for secondary school functions

●Administration of secondary departmental audits

●Enter items into iSAMS calendar and room-booker

●Maintain calendars for SSLT

●Produce secondary divisional weekly newsletter

●Perform other duties as requested by direct & dotted reporting line managers


  • Communicates effectively with students, faculty, staff, parents, colleagues and in the community (i.e. verbal, nonverbal and written communication).
  • Performs those activities as will be required for the general welfare of the School and/or as requested by the Secondary Principal.
  • Supports, backs, encourages, and serves as a “critical friend” to the Secondary Principal in all school related issues and concerns.

 GWA Community

  • Seeks the involvement of faculty and parents in a wide variety of School activities.
  • Accepts the importance and necessity to support the after-school student activity programs and parent events.
  • Attends, participates, or directs all division level events.



Education, Qualifications and Experience:

  • Graduate
  • Administration and Management experience in a similar role for a minimum of 5 years
  • Possess relevant recent professional development that prepares the candidate for this role
  • Experience/training in the use of information management systems
  • Experience/training in the use of web based information systems

Professional knowledge, skills and competences:

  • Pleasant, polite and approachable manner
  • Excellent telephone etiquette
  • Computer competency
  • Excellent communication skills and attention to detail
  • Able to multitask and cope with a degree of pressure at peak times
  • Strong verbal and written communication skills
  • Fluent English language capacity
  • Bilingual ability
  • Excellent organisation and interpersonal skills
  • Ability to communicate with a variety of stakeholders in a professional manner

Philosophy and commitment:

  • An understanding of and commitment to comprehensive values and the inclusion agenda
  • A belief that everyone can benefit from and has an entitlement to high quality educational opportunities
  • A personal commitment to lifelong learning and continuous professional development
  • Commitment to high standards and expectations, best value and continuous improvement
  • A “can-do” approach and positive attitude to innovation and change
  • Commitment to maintaining a clear sense of purpose and direction during periods of change

Personal qualities:

  • Demonstrates a commitment to the ethos and values of GEMS World Academy
  • A commitment to high educational standards and expectations of young people
  • Ability to adapt to changing circumstances and new ideas
  • Attention to detail, checks the accuracy of own and others’ work and addresses discrepancies and inconsistencies
  • Respects the confidentiality of written and verbal information related to staff, parents and students as well as GEMS Education
  • Shows initiative, anticipating what needs to be done and doing it before being asked or before the situation requires it
  • Enthusiasm, positivity and motivational skills
  • Ability to organise time and prioritise tasks effectively
  • The ability to be reflective and self-critical
  • Strong work ethic and willingness to contribute to the general welfare of the total School program
  • Ability to communicate effectively with emotional intelligence and social perception to a wide range of audiences
  • Ability to demonstrate personal impact and presence
  • Ability to be resilient and calm under pressure


About Your Benefits

An excellent remuneration package is on offer for a successful candidates, including competitive tax free salary, house rent allowance, medical and life insurance, working permit and residence visa, flight allowance, tuition fee concession and other benefits in line with the UAE Labour Law.


About GEMS

Trusted for over 55 years and now a third generation education family, GEMS Education began in a single school room in Dubai. Today, we have the privilege of educating over 190,000 students from over 176 countries through GEMS owned and managed schools globally; over 270,000 students access resources through our services division; and we will impact 20 million by 2020 students through the initiatives of our Charity partner Varkey Foundation.

About the School

GEMS World Academy-Dubai (GWA) is a private, co-educational IB World school for PreK to Grade 12 students. Established in 2008 as a member of GEMS Education, the school is authorized to deliver the PYP, MYP, DP and CP programmes and is also accredited by the Council of International Schools and is being accredited by NEASC. The total student enrolment is 1600 students with faculty strength of 170 teachers, 82 teaching assistants and 40 administration and support staff.

  • The internationally recognized gold standard of pre-university education is the DNA of GWA.
  • GWA has the continuum of all four IB programmes. IB is considered the best performing curriculum as per PISA & TIMSS benchmarking. The IB Learner profile prepares students for a more effective transition into world-class universities.
  • Strong IB World averages (and continually improving) providing access to the world’s best universities.
  • A school that is recognized by KHDA (Very Good) as an environment where innovation and improvement are fostered.
  • With over 92 nationalities and part of the global World Academy network with Schools in Chicago, Switzerland, and Singapore, GEMS World Academy – Dubai is geared towards developing global citizens.
  • Our students have the opportunity to move from the macro environment of space to the microscopic environment of cells and atoms in our Digital Planetarium and the ability to create audio and video content in the purpose-built recording studios and green-screen room.
  • With over 150 After School Activities, over 45 Week Without Walls options around the world, sports opportunities for all, student leadership, individualised learning (RTI) GWA provides a truly holistic education.
  • A strong 10 year legacy of a warm caring community.

For an insight into GWA Dubai please see this video It Feels Like Home - That’s The Difference

About Application Process
If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):
1. Resume/CV
2. Passport-size photograph
3. CV
Important Note : GEMS Education is committed to safeguarding and promoting the welfare of all of its students. Applicants will be required to submit a current police criminal clearance check or equivalent from their home country or current country of residence prior to appointment.