High School Secretary (Maternity cover)

Division: High School (HS)
Position: High School Secretary (Maternity cover)
Reports to: Secondary Principal & HS Deputy Principal
Working Hours: 8 hours per day
HOW TO APPLY
Interested candidates are invited to submit their applications through the school recruitment portal at: [protected info]
Please note that only applications submitted via this portal will be considered.
POSITION OVERVIEW
The HS Secretary is the first point of contact for students, teachers and parents alike with regard to the day-to-day operations of the High School. S/he/they is the face of UNIS, managing communications online, face-to-face and on the telephone. The person who holds this role is flexible, has good interpersonal skills to work with both students and teachers and demonstrates a sense of humour. This persona also exhibits a strong skill set and ability to manage numerous simultaneous demands throughout the day. The HS Secretary is assigned to support the work of the HS Deputy Principal.
DUTIES AND RESPONSIBILITIES
General tasks:
●​ Be the primary point of contact and support for Secondary Students with a focus on High School students.
●​ Oversee master attendance of all students each morning and manage late arrivals / early departures to ensure student safety in case of emergency.
●​ Assist and support students/teachers/parents with a variety of tasks.
●​ Assist the Deputy Principals with creating student schedules on Veracross.
●​ Schedule and manage appointments for High School Leaders.
●​ Support Secondary Principal or Deputy Principal with translation via telephone, email or in attending meetings if required.
●​ Other responsibilities and tasks as assigned by the Supervisor(s).
Specific tasks:
●​ Responsible for coordinating and overseeing substitute teachers when faculty will be absent. This requires time outside of the typical work day.
○​ Checking email and communications outside working hours (evening and morning).
○​ Coordinating after hours to organize substitute teachers for the unexpected absence.
○​ Communicating with faculty and substitutes, sharing lesson plans, updating information.
○​ Being responsive during the day to ensure all classes are covered.
Shared tasks with other Secondary School Secretaries Staff:
●​ Create and organize files for new students/family and teachers.
●​ Distribute calendar, locks, books and other school documents.
●​ Review HS students' report cards and follow up with teachers.
●​ Prepare Student Reports + MAP tests and file into students' files.
●​ Print and distribute field trip forms to all homerooms; Collect field trip forms, copy of passports and visa from students; Follow up with teachers, students, parents on incomplete forms.
●​ Sort and collate field trip forms and other related documents into folders for each grade, SOS clinics, nurse and office.
●​ Generate MSHS conferences/sign up/book rooms.
●​ Send formal communications to all MSHS parents regarding reports, tests, conferences, news etc.
Examples of Functional/Personal tasks (not exhaustive):
●​ Update email distribution groups for all staff groups.
●​ End of year leaving students: work with staff of library, admissions, teachers, BO, Tech Support to make sure that they return all school property/pending items to school before departure.
●​ Assist end of year or beginning of year activities.
●​ School function planning.
●​ Create new class schedule, data entry for schedule; Print schedules and class lists for teachers and students.
●​ Backup for counselor: moving files for leaving/withdrawing students.