School/Centre Secretary - Gordon Robertson Beauty Academy - #188693

GORDON ROBERTSON BEAUTY ACADEMY

Director: Roger Rampersad

Qualifications

Hold a Diploma of Vocational Studies in Secretarial Studies, a Secondary School Diploma or a diploma or an attestation of studies recognized as equivalent by the competent authority and have four (4) years of pertinent experience.

AND

Have a basic knowledge of office automation.

AND

Hold a certificate dated no more than three (3) years attesting to the successful completion of:

• a standard first aid course of a minimum eight (8)-hour duration.
• a refresher course of a minimum six (6)-hour duration updating the skills acquired in the course mentioned in subparagraph 1
  
  

Other Requirements

• Bilingual (English and French)
• Excellent knowledge of Microsoft Office and general secretarial procedures
• Testing required
• Knowledge of Google docs/sheets and forms
• Knowledge of GPI, DOFIN and PAIE systems would be an asset
• Knowledge of entry of absences and substitution in the payroll system would be an asset
• Must demonstrate strong interpersonal, organizational and time management skills
• Receptive and friendly attitude
• Familiarity with how a school functions on a daily basis would be an asset
• Strong communication skills
• Ability to work additional hours in the evening throughout the school year (e.g., Information sessions for the program, orientation sessions, graduation, special events)
• Knowledge of the student registration process would be an asset
• Ability and disposition to positively intervene and support students with various needs
  

Nature Of The Work

In addition to the duties defined in the class of employment of secretary, the principal and customary work of an employee in this class of employment consists in ensuring, as instructed or in conjunction with others, the smooth operation of the school or center by assuming the responsibility and coordination of the administrative tasks of school or adult education or vocational training center secretaries.

Daily Tasks/Dossiers

• Assists Centre Director in the general running of the school:
• Filling in internal teacher absences
• Filling in the necessary OER’s and HRTF forms
• Service Contract entries
• Student enrollment and transporation
• Finances and Budget Management
• Teacher's payments
• Purchasing orders
• Assists in event coordination and planning such as convocation
• Administers first aid; completes the reports required and inform students and teachers
• Responsible for monitoring teacher absences
• Greeting and dealing with students and community members in a welcoming and professional manner
• Prepares and maintains lists of teachers available for substitution
• Responsible for all aspects of payroll
• Oversees student option forms, teacher preference forms and access cards
• Welcome student teachers and organizes them
• New employee kits
• Manage and understand JADE
• Archiving and filing
• Managing personnel files and emergency forms
• Entering maintenance requests
• Coordinating office staff