School Secretary

Lathallan School is an award-winning, co-educational independent day and boarding school situated within 60 acres of beautiful coastal grounds in Aberdeenshire. We pride ourselves on a warm, family atmosphere, small class sizes, and our values of Confidence, Opportunity, Respect, Endeavour, and Modesty. As the only all-through school in Scotland to hold the Gold Learning Outside the Classroom quality mark, we believe that learning happens everywhere.

Click here to watch a short film and get a sense of our ethos.

The School Office lies at the heart of operations and is a focal point for pupils, staff, visitors and parents. We are looking to recruit a School Secretary who will be responsible for the efficient day-to-day running of the school office and provision of high-quality administrative support across the school. The role includes managing office systems, overseeing pupil data, coordinating communications, and ensuring a professional and welcoming environment for pupils, parents, staff, and visitors.

Working as part of a small team the School Secretary plays a pivotal role within a busy school. Whilst previous experience of working in a school is preferred it is not essential. More importantly the successful candidate will have excellent interpersonal, communication and organisational skills and will relish working in a busy environment where no two days are ever the same.

Typical duties of the School Secretary include:

• General reception duties including responding to telephone calls and emails
• Assisting with the smooth running of the office
• Pupil attendance registration management and absence handling
• Managing and updating relevant Pupil and Parent information
• Termly calendar preparation and input to website
• Maintenance of Parents Download Area on school website
• Providing admin support to the Headmaster and wider staff body
• Managing daily transport and school minibuses including the booking of coaches for sports fixtures, school trips, swimming etc
• Production of a wide range of documents using various Microsoft and Google packages to include, invitations, programmes, form lists and general correspondence
• Administration and organisation of second-hand uniform store and lost property
• Support for the organisation and administration of school events and performances such as Rugby 7’s, Mini Highland Games, Presentation Day, or other events and reunions
• Liaising with and supporting the Lathallan Parents Association
• Organisation of staff vacancies including advertising and interviews
• Any other equivalent administrative duties as requested by the Headmaster

Skills, interests and qualities

The successful candidate should be able to demonstrate the following:

• A warm, friendly and personable manner with excellent spoken and written communication skills
• An organised and methodical approach to work
• Good administrative and organisational skills with experience in overseeing and improving administrative processes
• Excellent IT skills including a high level of proficiency in Microsoft Office and across Google Workspace; administration systems management experience
• The ability to establish good working relations at all levels, with students, staff, Senior Management and the Board of Trustees
• The ability to work under pressure and prioritise tasks
• The ability to show empathy when dealing with pupils, teachers, staff, parents and guardians
• A high level of discretion and integrity and a respect for confidential information
• A patient and flexible attitude
• The ability to work as part of a team and on your own initiative
• A Commitment to safeguarding and promoting the welfare of children

Location: Brotherton Castle, Johnshaven

Hours of work: Monday to Friday, year-round (including school holidays), 40 hours per week to be worked on a shift basis between the hours of 7:45 a.m. (earliest) and 6:15 p.m. (latest). Occasional weekend or evening work may be required to support events and fixtures. 8 weeks’ paid holidays (including public holidays) to be taken during school holiday periods only

Salary: £27,976 per annum

Benefits: Benefits include our wonderful rural coastal location, the provision of lunch (term time only), free parking, the use of our gym and a staff discount on nursery and school fees.

Application deadline: Monday, 20th July, 5p.m. Interviews likely to be held at the start of the week commencing 27th July

Safeguarding: Lathallan School prioritises child safeguarding and any job offer will be subject to satisfactory background checks, including a PVG check with Disclosure Scotland.

To apply: Please forward a covering letter along with your CV and details of two references to our Bursar, Edward Foster, bursar@lathallan.org.uk