School Secretary with Library Oversight

Job description

Job Title: School Secretary with Library Oversight

Reports To: Business Development Manager

Location: Acacia School, Livingstone, Zambia

Employment Type: Full-time, on site

Position Overview:

We are looking for a dynamic and organised School Secretary. You will be the first point of contact for Acacia School and play a key role in ensuring smooth daily operations. The position combines front-office reception duties, administrative and secretarial support, and oversight of the school library. The role requires professionalism, confidentiality, strong communication skills, and a warm, welcoming presence aligned with Acacia School’s values.

Key Responsibilities

1.  Reception & Front Office Duties

·     Serve as the first point of contact for parents, visitors, and stakeholders.

·     Receive, screen, and direct phone calls, emails, and visitors professionally.

·     Manage visitor sign-in and ensure school safety protocols are followed.

·     Provide accurate information regarding school procedures, events, and schedules.

·     Maintain a neat, welcoming, and organised reception area.

2.  Secretarial & Administrative Duties

·     Provide administrative support to the Business Development Manager, and academic team.

·     Conduct town errands such as shopping and bank administration.

·     Prepare, type, and distribute official correspondence, letters, reports, and notices.

·     Maintain accurate student, staff, and school records (physical and digital).

·     Manage filing systems and ensure confidentiality of school documents.

·     Assist with admissions paperwork, student transfers, and parent communication.

·     Support scheduling of meetings, appointments, and school events.

·     Record minutes of meetings when required.

·     Handle basic office supplies inventory and requests.

3.  Library Oversight Responsibilities

·     Manage the day-to-day operations of the school library.

·     Maintain an organised system for issuing and returning library books.

·     Keep accurate library records and inventory.

·     Ensure the library is tidy, safe, and conducive to learning.

·     Support learners and teachers in accessing reading and reference materials.

·     Promote a reading culture within the school.

·     Report damaged or missing books and recommend replacements.

·     Coordinate book donations and cataloguing when necessary.

4.  Communication & School Support

·     Liaise professionally with parents, teachers, suppliers, and external stakeholders.

·     Assist with internal communication between departments.

·     Support school events, meetings, and activities as required.

·     Uphold Acacia School’s policies, ethos, and values at all times.

Required Qualifications & Skills

·     Certificate or Diploma in Office Administration, Secretarial Studies, Library Studies, or a related field.

·     Proven experience in a school or office administrative role is an advantage.

·     Strong written and verbal communication skills.

·     Computer literacy (Microsoft Word, Excel, email systems).

·     Excellent organisational and time-management skills.

·     Professional appearance and courteous manner.

·     Ability to multitask and work under minimal supervision.

·     High level of confidentiality and integrity.

·     Friendly, patient, and child-centred approach.

Application Process

To apply, please send your CV, a cover letter, and two references to board@acaciaschool.com by 17:00 on January 27th 2025. Applications will be reviewed on a rolling basis, with interviews conducted as suitable candidates are identified.