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Job Vacancy: School Secretary

Job Vacancy: School Secretary

Ref: HGGS/08/1/24

Position Title: School Secretary

Location: Bindura

Supervisor: School Head

Mission of the Position:

The School Secretary plays a crucial role in providing administrative support to the School Head’s office, focusing on routine administration tasks.

Duties and Responsibilities:

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Key Performance Areas and Main Responsibilities:

  • Handle all private/confidential secretarial filing and reception duties for the School Office.
  • Serve as a liaison between the Principal and other stakeholders, including employees, students, and parents.
  • Draft routine correspondence.
  • Input information into and monitor the Pastel database.
  • Prioritize and manage critical activities, effectively organizing work schedules.
  • Proofread written correspondence for accuracy, completeness, and professionalism.
  • Communicate information clearly and concisely, both orally and in writing, to the School Principal and staff.
  • Manage the Principal’s calendar, scheduling appointments and organizing meetings.
  • Draft meeting minutes and maintain minutes as required.
  • Ensure timely completion of all agreed-upon actions from meetings.
  • Research, compile, and prepare administrative and clerical reports, presentations, and documents using MS Word, PowerPoint, or Excel.
  • Control and check leave applications for staff, processing forms through the Human Resources Office.
  • Provide support in organizing various school functions and events.
  • Prepare, correlate, and monitor requisitions and signatures for procurement.
  • Independently plan and manage maintenance and report preparation.
  • Prepare payment requisitions for processing invoices and reimbursements for high school staff.
  • Arrange substitutes for teachers who are absent or on leave.
  • Assist teachers with maintenance requests.
  • Coordinate with the Activities Coordinator to make travel arrangements for staff and students.
  • Provide support in emergency drills or actual events.
  • Complete other duties as assigned by the School Principal or School Coordinator.

Qualifications and Experience:

Requirements:

  • Executive Secretarial Diploma.
  • Minimum of 3 years of executive secretarial experience, preferably in a school.
  • Proficiency in Microsoft Word 7, Excel, PowerPoint, and other relevant programs.
  • Experience using a school database like Pastel.

Attributes:

  • Strong interpersonal and communication skills.
  • Mature, empathetic, and professional in dealing with students and parents.
  • Independent self-starter with attention to detail.
  • Possesses integrity and the ability to maintain accurate and confidential records.
  • Able to collaborate with and motivate others.
  • Flexible and adaptable to change.
  • Ability to multitask.

How to Apply:

If you meet the criteria for the above position, please submit your detailed curriculum vitae (CV) and photocopies of academic certificates by January 15, 2024. Applications should be sent electronically to Resourcing.SOS@sos-zimbabwe.org, indicating the position applied for in the subject line. Please note that applications will be screened as they are received, and only shortlisted candidates will be contacted. Late or incomplete applications will be disqualified. E-mail applications should include the job reference number in the subject line. In addition to technical competence, emphasis will be given to assessing candidates’ value congruence and conducting thorough background checks, including police clearance and reference checks.

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