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.

• 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.
• 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.
• 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.
• 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.
• 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.