Job Description

Job Purpose
To provide efficient, confidential, and high-quality administrative and secretarial support to the Vice Principal. The role ensures smooth day-to-day operations of the Vice Principal's office, effective communication within the school community, and adherence to school and GEMS Education policies.
1. Administrative & Secretarial Support
Manage the Vice Principal's calendar, appointments, and daily schedule efficiently.
Handle correspondence, phone calls, and emails on behalf of the Vice Principal in a professional and timely manner.
Prepare and organize documents, reports, memos, meeting minutes, and presentations as required.
Maintain accurate and confidential records, ensuring easy retrieval when needed.
Draft formal letters, internal communications, and notices with attention to accuracy and tone.
2. Communication & Coordination
Act as the main point of contact between the Vice Principal and staff, parents, students, and external stakeholders.
Coordinate meetings, events, and parent appointments, ensuring all logistics are managed effectively.
Disseminate information from the Vice Principal's office clearly and promptly.
Support the Vice Principal in communicating key updates to departments and ensuring follow-ups are completed.
3. School Operations Support
Assist in the preparation of academic and administrative documentation, including reports, circulars, and schedules.
Support the Vice Principal in organizing assemblies, staff briefings, professional development sessions, and school events.
Track and follow up on departmental tasks, deadlines, and actions assigned by the Vice Principal.
Liaise with HR, Finance, and Operations teams for administrative coordination related to staff matters or school activities.
4. Confidentiality & Professionalism
Handle sensitive and confidential information with discretion and integrity.
Maintain professional and courteous behavior at all times, representing the Vice Principal's office positively.
Uphold school values, policies, and professional standards of conduct.
5. Additional Duties
Provide administrative support to other members of the Senior Leadership Team when required.
Assist in covering the Front of House or Administration Office during peak times or staff absences.
Undertake any other duties as directed by the Vice Principal or Principal to support the school's operations.
Skills
Skills & Attributes
Strong organizational and multitasking skills with attention to detail.
Excellent interpersonal and communication abilities.
Discretion, integrity, and a high level of confidentiality.
Ability to manage time efficiently and work under pressure.
Positive attitude, flexibility, and a professional appearance.
Strong team player with a service-oriented mindset
Qualifications & Experience
Bachelor's Degree or Diploma in Business Administration, Secretarial Studies, or a related field.
Minimum 3 years of administrative or secretarial experience (preferably in an educational or corporate environment).
Excellent command of English (spoken and written); Arabic is an advantage.
Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and school management systems.
GEMS Education is committed to safeguarding and promoting the welfare of all of its students and staff. A UK-enhanced DBS or equivalent police check is a pre-requisite for all appointments.

Skills Required