Presentation School, Milltown are looking to recruit a School Secretary on a full-time basis. The School Secretary plays an integral role within our school, ensuring that all administrative functions operate smoothly and efficiently to support the effective running of the school. This position is key to supporting the Principal, staff, and students, and maintaining a welcoming and professional front office environment. Our School Secretary is a highly visible, front-of-house position that requires professionalism, discretion, and excellent organisational skills. The successful candidate will be an energetic and optimistic multi-tasker who thrives in a dynamic environment, enjoys working collaboratively with staff and parents, and takes pride in creating a welcoming atmosphere for all visitors. A genuine interest in education and the ability to engage positively with young people is essential, as the role involves daily interaction with students and supporting their needs alongside the wider school community. Job title:School Secretary Reporting to:School Principal Hours of Work: 37 hours per week. (8.30am to 5pm with occasional attendance required outside of these hours for school events) Remuneration: The salary scale will be determined by the DE pay scales as provided for in Circular Letter 0020/2025 Key Duties: Reception & Front Office Greet and manage visitors and ad hoc queries to the school. Act as first point of contact for callers; answer phones, relay messages, and transfer calls. Handle visitor inquiries and oversee visitor registration. Manage principals diary and act as secretary to the Principal. Prepare rooms for Board meetings and hospitality for visitors. Communication & Correspondence Draft letters, memos, minutes, and routine correspondence. Compose and distribute staff meeting notes. Route and distribute incoming mail; prepare responses to routine letters. Distribute newsletters and school publications. Manage email best practices and coordinate internal/external communication. Set up and manage parent and group emails/texts. Student Administration Maintain and oversee student records on Tyro and P-Pod systems. Record attendance and absences; prepare attendance lists for events. Create and update class lists and student placements. Support enrolment and transfer processes, including preparation of packs and communication with feeder schools. Handle sensitive documents (birth certs, education passports, psychological reports) in line with GDPR. Assist with September and October returns to the DES. Support book scheme administration and JCPA completion. Staff & HR Administration Manage ancillary staff work hours and submit timetables/work schedules to DES. Assist with administration of contracts, termination letters, and HR documentation. Administer staff leave and support interview processes. Implement supervision and substitution scheme. Enter substitute details and weekly leave/claims on OLCS system. Data & Compliance Ensure GDPR compliance in file management and archiving. Maintain and update school databases and online records (Tyro, P-Pod, Athena, school app, website). Generate and distribute reports as required. Complete forms in accordance with DES procedures and education legislation. Office Management & Technology Maintain a tidy, organized office/admin area. Operate office equipment (copiers, phone systems, computers). Manage photocopier maintenance and arrange servicing. Order, track, and distribute office supplies. Test and troubleshoot new office technologies. Financial & Resource Management Manage petty cash and receipts. Place orders for supplies, buses/coaches for tours. Attend to deliveries and cross-check contents. Purchase provisions for guest lunches and refreshments. Record and maintain inventory of school resources. Events & General Support Assist with organisation of parent/student-teacher meetings. Prepare letters/forms/booklets for information evenings and events. Work closely with the Board of Management, Principal, and Deputy Principal. Perform other duties as assigned by the Principal or their nominated agent. Key skills and competencies: A minimum of 3 years experience in office/secretarial work or related environment. School secretarial experience is an advantage. Strong organisational and problem solving skills. Proven ability to initiate, plan and work on own initiative. Proven ability to work in a team environment with staff. Ability to adhere to rigorous student and staff confidentiality protocols in all circumstances Excellent communication, interpersonal skills, and ICT skills. Willingness to engage in appropriate training. Understanding of the importance of confidentiality. Commitment to the CEIST ethos and core values. Presentation Secondary School, Milltown is an equal opportunities employer. We welcome applications from all suitably qualified individuals regardless of age, gender, disability, race, religion, sexual orientation, or any other protected characteristic. If you require any reasonable accommodations during the application or interview process, please let us know, and we will be happy to assist. Please note, any offer of Employment will be subject to the Garda Vetting Procedure and compliance with all appropriate Child Protection and Department of Education procedures will be required Skills: Secretarial Communication (written and verbal) Professionalism Admin
