MS Administrative Assistant

The Middle School Administrative Assistant is accountable and reports to the Middle School Principal. They are the first point of contact for visitors. An efficient school office is essential to the smooth running of this successful school. They will be joining a committed team of people who all have specific and general jobs, which ensure that we offer good service to staff, students, parents and the public. The office is constantly busy and often pressurised, with a huge variety of jobs passing through. You will find that no two days are the same and you will never stop learning something new. Office personnel are part of the team support staff at Pinecrest Academy who are all highly valued for the jobs they do and for what they bring to the school. We offer good working conditions and a caring atmosphere. In return we expect commitment to the school and its ethos and a professional attitude to the job. 

Qualifications

• Associate Degree in Administrative Assistant, Secretarial Science, or Office Assistant or equivalent work experience.
• Must have a professional demeanor and appearance as well as a professional phone presence
• Should be tactful and considerate, and should have ability to work well with staff and others.
• Demonstrate support of fellow employees and administration through actions and comments.
• Trustworthy, respects confidentiality appropriate to position.
• Functions well under pressure; reacts calmly in emergencies and stressful situations.
• Uphold and model a moral code which is consistent with the teachings of the Roman Catholic Church and the school’s vision, mission and philosophy.
• Knowledgeable and practicing Catholic.
• Bilingual English/Spanish preferred.

Specific Responsibilities

• Complete receptionist duties, answer and transmit calls and messages, provide information and answer questions, and receive visitors into the school following school established security measures.
• Provide supervision of students before and after school in front of the school.
• Demonstrated proficiency in grammar and spelling in order to successfully communicate in verbal and written form. 
• Working knowledge of basic office equipment, technology, and computers, including school management, word processing, spreadsheet, and database software.  
• Ability to prioritize work assignments. Possesses the ability to multitask.  
• Flexibility to adjust to changes in schedule, routines and job assignments.  
• Perform record keeping/filing functions appropriate to the school’s needs to include student permanent records for attendance, behavior; attendance; and substitute records. Keep office files organized and updated. 
• Provide service appropriate to position such as process work permits, assign lockers, sell tickets, register vehicles, send out student absence lists, collect school work for absent students, and maintain student or visitor logs.
• Assist in monitoring students in common areas such as, hallways, office area, etc.
• Assist in keeping the School Office Area clean and orderly.
• Assist in checking the restrooms for behavior problems.
• Assist the Dean in maintaining dress code on campus.
• Assists the Dean in collecting Signed Agreements. 
• Administer first aid/tend to sick (injured) students/staff and administer and record medications given to students. There is sometimes the need to support the school nurse by giving First Aid in her absence. The person appointed would be required to be trained in First Aid - this can be arranged by the school if necessary. 
• Performs any other duties assigned by the Principal or the Dean.

The above responsibilities are subject to the general duties and responsibilities contained in the statement of Conditions of Employment. This job description allocates duties and responsibilities but does not direct the particular amount of time to be spent on carrying them out and no part of it may be so construed.  This job description will be reviewed regularly and it may be subject to modification or amendment at any time after consultation with the post-holder of the position.  This job description may be varied to meet the changing demands of the school at the reasonable discretion of the Headmaster. This job description describes the way the post-holder is expected and required to perform and complete the particular duties as set out. The post-holder may deal with sensitive material and should maintain confidentiality in all school related matters.