School secretaries or administrators provide administrative support in schools. They have a wide range of duties, which may include:

• typing and word processing letters, reports and other documents
• dealing with incoming and outgoing post
• printing and photocopying
• greeting visitors at reception, answering the phone and passing on messages
• filing and keeping clerical and computerised records of pupils and staff
• producing statistical returns and reports
• ordering equipment and stationery
• dealing with cash and payments 
• being responsible for first aid and the sick room.

Hours and Environment

Secretaries in primary and middle schools usually work for 40 weeks a year, term time only. Many secretaries work part-time for 6 to 15 hours a week but some work full-time, usually from 8am to 4pm.

Secretaries in state secondary schools or in independent schools are more likely to work all year round. They are expected to take their holidays only during school holidays. They may work full- or part-time. They may sometimes have to attend evening meetings.

Skills and Interests

To be a school secretary you should:

• be well-organised and methodical
• be able to work under pressure and prioritise tasks
• have good spoken and written communication skills
• be patient, calm and tactful
• feel comfortable with maths, for keeping financial and statistical records
• be discreet and respect confidentiality with personal information
• be flexible and a good team worker.

Entry

There are no set entry qualifications, but in practice many employers will ask for GCSEs/S grades in English and maths, or equivalent qualifications. You may be asked for a qualification in administration, secretarial skills or word processing/typing.

You will usually be expected to have several years' previous experience of office work. You should be able to use word processing, database, spreadsheet and accounts computer packages, although employers may provide training in some of these.

If you have less secretarial experience, you may be able to begin working as a clerical assistant and, with experience, progress to secretary.

You will also usually need to pass a Criminal Records Bureau (CRB) check.

Training

You will be trained on the job once in post. Your school or local education authority will usually provide training in one of the specialised computer systems used in schools, such as Schools Information Management System (SIMS).

Your employer may allow you to work towards a qualification, such as:

• the Certificate in Educational Administration, a one-year distance learning qualification from the School of Educational Administration
• NVQ/SVQ Levels 2, 3 and 4 in Business and Administration.

Opportunities

Nearly every primary school has a full-time or part-time secretary. Some larger schools also have some clerical assistants. A few secretaries share their time between two small schools.

Annual Income

Figures are intended as a guideline only.

Full-time secretaries in state schools can earn £10,000 to £15,000 a year.
In large secondary schools, earnings could be up to £20,000 a year.

Salaries in private schools vary widely.

Further information

151 Buckingham Palace Road
London
SW1W 9SZ
Teaching Information Line: 0845 6000 991

Hamilton House Mailings plc
Earlstree Court
Earlstree House
Corby
Northamptonshire
NN17 4HH
Tel: 01536 399007

Professional Association of Teachers (PAT)
2 St. James' Court
Friargate
Derby
DE1 1BT
Tel: 01332 372337