School Secretary New

Purpose of the Role

This role is responsible for the smooth and professional operation of the school’s front office. As the first point of contact, the postholder will play a key role in delivering a welcoming, efficient, and highly organised reception service, while also providing administrative support across the school.

The successful candidate will ensure that all front-of-house interactions—whether in person, by phone, or via email—are handled promptly, professionally, and with a strong focus on customer service and safeguarding.

Key Responsibilities

• Act as the main point of contact for all visitors, students, parents, and external stakeholders.
• Manage the daily operation of a busy school reception, ensuring a welcoming and professional environment at all times.
• Handle high volumes of incoming calls, emails, and in-person queries efficiently and courteously.
• Monitor visitor sign-in/sign-out procedures in line with safeguarding requirements.
• Coordinate front desk activities, including deliveries, post, and general enquiries.
• Provide clear information and directions to visitors, ensuring a positive first impression of the school.
• Manage sensitive situations and queries calmly and professionally, escalating where appropriate.
• Maintain a tidy, organised, and secure reception area.

• Provide efficient administrative support across the school office.
• Prepare letters, reports, forms, and general communications.
• Maintain accurate filing systems (both electronic and manual).
• Organise meetings, appointments, and calendars.
• Support the leadership team with administrative tasks as required.

• Maintain and update student records and databases in line with data protection requirements.
• Assist with student admissions, transfers, and withdrawals.
• Support attendance tracking and reporting processes.
• Ensure accuracy and confidentiality of all student information.

• Act as a central communication hub for parents, staff, and external stakeholders.
• Distribute school communications including notices, newsletters, and announcements.
• Support effective communication for school activities and events.

• Assist with ordering office supplies and maintaining inventories.
• Support basic financial administration such as processing invoices and purchase orders.
• Oversee day-to-day office equipment (e.g. photocopiers, phones, post systems).

• Provide administrative and logistical support for school events, meetings, and parent engagements.
• Assist with preparation of materials and coordination of event details.

• Adhere to all safeguarding procedures, particularly in relation to visitor management.
• Maintain strict confidentiality when handling sensitive information.
• Support compliance with school policies and data protection regulations.

Person Specification

• Previous experience in a reception, front-of-house, or administrative role (essential).
• Experience working in a busy, customer-facing environment.
• Strong understanding of office administration and data handling.

• Excellent interpersonal and communication skills with a confident phone manner.
• Strong organisational and multitasking abilities in a fast-paced environment.
• High attention to detail and accuracy.
• Proficiency in office systems and databases.

• Professional, friendly, and approachable personality.
• Calm under pressure with strong problem-solving skills.
• Discreet, reliable, and trustworthy.
• Strong commitment to delivering an excellent front-of-house service.

• Full-time, based on-site in a school office in Dublin 6.
• Occasional requirement to support events outside standard hours.