School Secretary & Receptionist (Job Share) – Part Time
Wellesley Prep School is a warm, nurturing and ambitious school, looking for a School Secretary & Receptionist (Job Share). The School Secretary is a crucial role at the heart of the school, carrying out administrative duties to ensure the smooth and effective running of the school and the first port of call for visitors.
THE ROLE
- Immediately responsible to: Bursar
- Term Time Hours of work: 8am – 5pm Thursday – Friday
- School Holidays Hours of work: 8.30am - 2.30pm Thursday – Friday
- Part-Time
- Commencement Date: 1 November 2026 (Negotiable)
- Notice Period: 4 weeks
- Holiday: 30 days per annum (pro-rata). All holidays to be taken outside of normal term time
- School lunch provided
- On-site parking
- Discounts across the Wellington Estates’ businesses, including the Wellington Farm Shop, Wellington Country Park, Wellington Riding, The Iron Duke and The Barns at Wellington
MAIN RESPONSIBILITIES
Main Duties:
- The overall role is to provide the first point of contact at the school office for pupils, parents, visitors and any other stakeholder
- The School Secretary will often present the first impression of Wellesley to visitors and prospective parents and therefore must maintain professionalism at all times
- The School Secretary is a key point of day-to-day contact for pupils and parents so must understand the daily workings of Wellesley to be able to quickly deal with queries
- The School Secretary provides key administrative support to other members of staff
- The School Secretary is responsible for managing essential pupil data, including contact information, registers, absence information and parental consents
Secretarial Responsibilities
- To manage all incoming email queries, including accurate distribution to the wider staff team
- To manage and provide secretarial support for all staff as required, including using correct grammar and spelling, ensuring accuracy and clarity, as well as being in-line with Wellesley branding
- To update the iSAMS database when required
- To undertake the daily registers for the whole school before 9.30am each day and oversee the afternoon registers and liaise where appropriate with the SLT of any noted repetitive patterns
- To assist the PE department in the organisation of fixtures and booking transport
- To assist staff regarding school trips, where necessary, in keeping parents informed
- To be responsible for maintaining accurate pupil data, including contact information, parental consents and absence information. This includes updates to all existing pupils at the start of each academic year and as required during the year
- To have excellent knowledge of key software packages (e.g. MS Word, Excel, Power Point, training will be given for iSAMS, if needed)
- To organise and maintain school bus runs and liaise with drivers and parents accordingly
- To represent Wellesley in a professional and friendly manner, including maintaining a smart appearance and greeting visitors warmly
- To manage incoming telephone calls, including answering the telephone promptly and professionally, actively listening, communicating with confidence and clarity, providing accurate information, distributing accurate messages promptly
- To manage incoming and outgoing post, including ensuring outgoing school post is sent daily and incoming post is distributed accurately and promptly
- To deal with parental queries as required, in a knowledgeable and professional manner, with discretion and maintaining confidentiality as well as actively listening and understanding non-verbal signals. This includes clarifying their needs, providing support and solutions where appropriate, or otherwise referring them to other staff members
- To deal with pupil queries as required and sympathetically, directing them to the most appropriate source of support
- To play an active role in the security of the school, including checking credentials of visitors, issuing visitor passes and emergency/safeguarding procedures, identifying suspicious activity, as well as managing children arriving and leaving school via the school office
- Day-to-day maintenance of office equipment, i.e. printers, photocopiers
- Management and ordering of school supplies
- Supporting the Bursar collating billing information
PERSON SPECIFICATION
- Flexible team member
- The capacity to remain calm under pressure
- Discretion and confidentiality
- Confident IT skills especially use of Word, Excel and Outlook
- Excellent communication skills both written and verbal
- Ability to prioritise and manage own workload
- Very good attention to detail, accuracy and timeliness
- Knowledge and experience of iSAMS school database
- Experience of a busy office function preferably within a school environment
APPOINTMENT PROCEDURE & KEY DATES
Wellesley Prep School is committed to safeguarding and promoting the welfare of children and young people. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with current and previous employers and the Disclosure and Barring Service (DBS).
You must have the Right to Work in the UK. Sponsorship is not available for this role.
- Job Location: Wellesley Prep School, Stratfield Turgis, Hook, Hampshire, RG27 0AR
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School Secretary & Receptionist (Job Share) – Part Time in Hook employer: wellington
Wellington Management is an exceptional employer that fosters a collaborative and innovative work culture, making it an ideal place for professionals in the asset management sector. With a strong emphasis on employee growth and development, team members are encouraged to expand their skills and take on new challenges, particularly in the dynamic EMEA market. The company offers competitive benefits and a supportive environment that values diversity and inclusion, ensuring that every employee can thrive and contribute meaningfully to the firm's success.
