Pre-Prep School Secretary

General 
The Pre-Prep School Secretary provides high-quality administrative support to the Pre-Prep Leadership Team and to the staff, ensuring the smooth operation of all school functions. This role requires fluency in English and Portuguese and prior experience in educational administration. 

Accountability 
Reports to the Head of Pre-Prep School and collaborates closely with the Leadership Team. They will also have a dotted line report to the Admin and Community Relations Director. 

Job Purpose 
Manages all administrative processes efficiently and professionally, liaising with the Leadership Team to support school operations. 

About us:

St. Paul’s was founded in 1926 and was the first school in South America to receive accreditation from the UK government as a British School Oversees. Fully coeducational, with about 1,000 pupils, aged from 3 to 18, it is a school with history and tradition, but which embraces innovation, contemporary values and the latest in digital learning. We are a world-class school, and an international member of HMC and IAPS, and a member of COBIS and the LAHC. We are proud of our local, national and international reputation and we constantly strive to improve the opportunities for our pupils and staff. Our recent BSO inspection judged us as a leading British School overseas, and you can download the report from our website. Our exceptional facilities place teaching and learning at the heart of the school

Watch a video of the school:

More details about the school can be found at www.stpauls.br.

Key Responsibilities 

Diary & Resource Management 

• Coordinate and manage the Leadership Team’s schedules. 

• Arrange meetings, book visits, and maintain an updated schedule of meeting rooms and classroom resources. 

Absence & Attendance 

• Monitor pupil attendance, contact parents for unreported absences, and maintain accurate records. 

• Provide HR with daily staff absence reports. 

• Oversee late arrivals and early departures, ensuring records are up to date. 

• Maintain reports on pupil attendance and punctuality, supporting reward initiatives. 

Data Management 

• Update and maintain pupil and parent records. 

• Track and record  key communications. 

• Assist in the organisation of field trips and distribution of reports 

• Role-0ver of year groups in school systems e.g. Tapestry. 

Parent Communication 

• Act as the main point of contact for parents, ensuring timely responses and clear communication. 

• Booking meetings 

• Manage information distribution for events such as parent evenings and field trips. 

• Handle incoming calls professionally and efficiently. 

General Administration 

• Maintain effective filing and record-keeping systems. 

• Support recruitment processes in collaboration with HR. 

• Organise key activities at the start and end of each term. 

• Coordinate pupil photography sessions and permission slips. 

• Arrange staff training sessions and oversee resource procurement. 

• Assist with fire drill procedures and register management. 

• Translate documents between English and Portuguese as needed. 

Our benefits:

• Health insurance

• Dental plan

• Pension plan

• Onsite lunches

• Food card

• Transportation tickets

Safeguarding

The school is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share in this commitment. The offer of the role would be made subject to receipt of satisfactory references, proof of relevant qualifications, identification checks and other safeguarding checks (including Internet and Social Media profiles and exposure), an overseas check if appropriate and a pre-placement medical assessment. Proof of entitlement to work in Brazil is also required where necessary.

Equality, Diversity and Inclusion

St Paul’s is committed to equality, diversity and inclusion. We recognise the value of diverse environments and strive to promote a culture in which all pupils, staff and members of the school community are welcomed and supported to fulfil their potential, regardless of their background or personal characteristics. We oppose all forms of unlawful and unfair treatment, embarrassment, discrimination, bullying and harassment.

Education & Qualifications 

• Degree in Administration or a related field, or equivalent professional experience. 

• Additional professional qualifications desirable. 

Knowledge & Experience 

• Proven administrative/secretarial experience. 

• Fluency in English (B2/C1) and familiarity with British culture is preferred. 

• Proficiency in Microsoft Office. 

• Experience in an international education setting is advantageous. 

Skills & Competencies 

• Exceptional organisational skills with keen attention to detail. 

• Strong IT proficiency with fast and accurate data entry. 

• Ability to prioritise tasks and adapt to changing demands. 

• Proactive, bring forward suggestions 

• Excellent communication and interpersonal skills. 

• Strong problem-solving and decision-making abilities. 

• Ability to work independently and collaboratively within a team. 

This role offers a dynamic work environment where flexibility, initiative, and professionalism are essential.