School Secretary

The duties and responsibilities of the School Secretary include, but are not limited to:-

1. Reception Duties

• Oversee the visitor schedule, greet visitors and coordinate sign in and welcome procedures.
• Answer incoming calls, deal with enquiries, forward callers and take messages and call back numbers if appropriate.
• Keep ISAMs UpToDate and make any updates when necessary.
• Maintain the reception area ensuring it is a warm, welcoming and professional environment.
• Prepare and post daily attendance lists for breakfast club, classes, sports, after school clubs and activities.

2. Executive Assistant Duties

• Manage the diaries of the Headteacher, ensuring online calendars are up to date.
• Attend regular meetings with the Headteacher to discuss diary priorities, deadlines and other relevant matters.
• Provide meeting support, preparing agendas, relevant documentation and taking and circulating minutes if required.
• Manage meeting logistics including venue and travel bookings, catering and IT support.
• Prioritise incoming mail and respond within designated turnaround time, reply to routine correspondence and follow up items as directed.
• Assist with 11+ admin support.
• Support in the planning and preparation of Ofsted and other regulatory visits.
• Assist in preparing the school newsletters.
• Provide support in organizing Christmas and End of Year performances.
• Help in collating termly Governors’ reports.

3. Operational Support

• Ensure all school registers, both manual and electronic, are completed and filed on a daily basis.
• Communicate with parents and classroom teachers regarding attendance, absences, illnesses and collection arrangements.
• Liaise with the Admissions team regarding uniform orders and arrange distribution.
• Assist in the coordination of school trips and book transport if required.
• Provide support for school events such as open days, parent evenings, staff activities.
• Act as a fire marshal in an emergency situation and help enforce all emergency evacuation procedures.
• Respond to ad hoc requests from staff for reports and assistance.

4. Administration Support

• Receive, sort and deliver mail and other deliveries in a timely fashion.
• Assist teaching staff to contact parents.
• Respond to general email enquiries or direct the enquiry to the relevant person for response.
• Provide administration support to the Headteacher of the School and other members of the Staff as required

Heathside School Hampstead is a vibrant and nurturing school for children from age 2, set in historic buildings in the heart of Hampstead. Heathside’s dynamic environment helps children learn and thrive just a few minutes’ walk from Hampstead Heath, where they play every day.

Founded more than 25 years ago, Heathside School has built a reputation as an environment where children spend their time happy and fulfilled. Full advantage has always been taken of the local surroundings, with ‘Heath’ being a timetabled part of the curriculum. The school is home to dedicated teachers who focus on keeping childhood special, while delivering a rich academic curriculum and preparing children to go on to leading London senior schools. Many children also choose to stay at Heathside School and attend the upper school up to Year 8.

The vision at Heathside is to empower students to acquire, demonstrate, articulate and value knowledge and skills that will support them, as independent lifelong learners, to make a positive difference to the world they will inherit.

Our happy, friendly, and academic school is known for putting children at the heart of everything we do. It is a safe, secure and supportive environment for children, staff and visitors alike and promotes a climate where children feel comfortable and confident to be themselves.