It is surprising how much power and influence school secretaries can have. In providing administrative support for all aspects of the school’s activity, they play a crucial part in how well it is run. They also take on social duties – arranging school trips and parties for example. They are employed in all types of authority except district councils.

Work Environment

Secretaries work mostly in busy school offices and at times visit other parts of the school. They may also act as receptionists. Like most clerical staff they lift and carry files and other similar mobile duties. They do not sit at a computer all the time!
Secretaries, clerks and bursars in primary and middle schools work for 40 weeks a year, almost entirely during term-time. Some posts are full time, for 37 hours per week, but many are part time, ranging from 6 to 15 hours.

In state secondary schools and in independent schools secretarial and clerical staff may work all year round. They are expected to take their annual leave during school holidays. A 37-hour week is normal, but part time work may be possible. It may be necessary to attend evening meetings.

They are expected to dress reasonably smartly.

Daily Activities

Much of the time secretaries answer the phone, type letters, reports and memos for the head teacher; sort and distribute mail; do printing and photocopying and keep records of pupils and staff. They can be responsible for statistical returns to government departments. Usually the first person a visitor or parent meets when coming to the school is the secretary.

It is the job of the secretary to look after stocks of stationery, keep inventories of all equipment and carry out annual stocktaking. They also have to fill in order forms, check goods as they arrive, file invoices for payment and arrange for repairs. They look after dinner money, petty cash and payments for school outings and clubs.

A school secretary would normally have working contact with teachers, parents, governors, councillors, salesmen and other visitors to the school.

Skills & Interests

A well-organised approach to work is vital. Written and verbal communication skills are important: patience and a calm, reassuring manner are helpful in dealing with pupils (who can be difficult!) or worried and even irate parents. The ability to work with figures and keep financial and statistical records is necessary. Complete confidentiality is essential when handling personal information.

Secretaries will need to have had full office training, including the use of information technology.

Entry Requirements

No formal academic qualifications are specified, but a good standard of education is expected with a proper grasp of maths and English. A secretarial qualification is useful and experience of office work and computer literacy are nearly always required.

Most secretaries are adults with several years experience of office work, though some schools now appoint young assistants who will become school secretaries after on-the-job training. Adults can gain recognition of their skills and experience by working towards NVQs/SVQs to which there is open access – no academic qualifications are required and there are no age limits.

NVQs/SVQs at levels 1,2,3 and 4 in Business Administration may be gained through college-based or work-based training.

Estimated salary range

Variable: from £14,500 to £16,500 possibly rising to £20,000 due to possible differences in job description as given above.

Please note that salary information is a guide only and there may be local agreements in place. For further information about salaries for particular positions, please contact your local council directly.

Future prospects & opportunities

These are limited. You can progess by moving to a larger school, or becoming a bursar where the post exists in middle and secondary schools. School secretaries may have to take posts outside education to further their career.

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