SCHOOL SECRETARY APPLICATION PACK
TEMPORARY POST, 2 DAYS PER WEEK, THURSDAY AND FRIDAY
HOURS OF WORK: 8.15AM TO 4.15PM, TERM TIME ONLY WITH SOME ADDITIONAL DAYS
SALARY: £10,334, PRO-RATA
CLOSING DATE: FRIDAY 7 NOVEMBER 2025 AT 12 NOON
METHODIST COLLEGE INFORMATION
Methodist College Belfast is one of Northern Ireland’s leading grammar schools, providing life changing opportunities for everyone.
I am delighted that you are interested in joining the staff team here at Methodist College Preparatory Department (Methody Prep). As a member of staff, you will discover a celebrated tapestry of diversity, opportunity and excellence that makes Methody truly unique. Methody Prep provides life changing opportunities for everyone and we would love you to experience that for yourself as a member of staff.
Staff at Methody Prep are committed to making a difference to pupils, colleagues and the College community but soon discover that Methody also enriches their lives through their unparalleled staff experience. If you are an enthusiastic, committed, and progressive person ready to bring your unique gifts and talents to the College, we would love you to be part of our exceptional team.
This is a place where lifelong friendships begin, where bright futures are built, where leaders are made and where life changing experiences take place.
THIS IS METHODY PREP.
J LENDRUM PRINCIPAL
JOB DESCRIPTION
JOB PURPOSE
The Prep School Secretary is a key member of the school administration team, providing essential support to staff, students, and parents. This is a varied, front-facing role requiring excellent organisational, communication, and IT skills, as well as discretion and sensitivity.
RESPONSIBLE TO
Head of Preparatory Department
MAIN DUTIES AND RESPONSIBILITIES
Reception and Communication
• Act as the first point of contact for visitors, parents, and pupils; greet and sign in visitors, answer queries, and direct them appropriately.
• Manage incoming calls, emails, and correspondence; relay messages promptly and accurately.
• Coordinate staff communications to parents and set up mailing groups for activities and year groups using Schoolcomms.
• Maintain a reassuring and professional presence in the school office.
Administration and Record Keeping
• Maintain accurate and up-to-date pupil and staff records, including admissions, attendance, and leavers.
• Prepare and distribute school communications, newsletters, and reports.
• Manage filing systems (paper and electronic), databases, and school management systems (e.g., SIMS).
Clerical Support
• Type letters, reports, and other documents, including confidential materials.
• Support the Head of Department and senior staff with administrative tasks.
• Organise and coordinate meetings, appointments, and school events.
• Operate office equipment, manage supplies.
Compliance and Safeguarding
• Ensure compliance with safeguarding, data protection, and health & safety policies.
• Maintain confidentiality and handle sensitive information with discretion.
• Support the school’s ethos and values in all interactions.
Additional Duties
• Assist with admissions administration, including arranging visits and processing paperwork.
• Contribute to the smooth running of the school by undertaking other duties as required by the Headteacher.
This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible, but should be regarded as proving guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.
RIGHT TO WORK
All applicants should ensure that they are free to remain in and take up employment in the United Kingdom. Successful candidates will be required to provide supporting documentation. Details of
PERSON SPECIFICATION
ESSENTIAL CRITERIA
• Proven experience in an administrative or secretarial role (school experience desirable).
• Excellent written and spoken English.
• Strong IT skills, including Microsoft 365.
• Ability to multi-task, prioritise, and work flexibly under pressure.
• High level of accuracy and attention to detail.
• Excellent interpersonal and communication skills.
• Discretion, trustworthiness, and sensitivity.
• Commitment to safeguarding and promoting the welfare of children.
DESIRABLE CRITERIA
• Experience with school management systems (e.g. SIMS).
• Knowledge of school operations and procedures.
• First Aid or Fire Safety training.
PLEASE NOTE
The College reserves the right to use any or all of the desirable criteria and to enhance any or all of the essential and/or desirable criteria as the interviewing panel sees fit in short listing for interview.
Appointment to this position is subject to the successful candidate undertaking a criminal records check through Access NI and to this check being clear of any offences which might affect appointment to this post. The College’s decision on what is acceptable arising from this check is final. The cost of this check is £32.00 and the successful candidate will be required to pay the school for this service.
