Guidance Secretary – Secondary Schools

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Location: Peel & Dufferin, ON
Experience: 3 years
Contract: $19/hr

Our client, a top School Board in Peel and Dufferin, is seeking an analytical, organized, and multitasking Guidance Secretary to be part of their team on a contract basis. Long term potential!

Under the direction of the Supervisor/Designate, this position is responsible for providing various administrative support. This position will work closely with the Department Head of Guidance and Counsellors. They are responsible for maintaining an organized and professional office environment to ensure efficient day to day operations of the Department are met and the procedures and policies of the Board are followed consistently. The Guidance Secretary may direct the work of the Assistant Secretary Attendance/Guidance. Maintaining confidentiality is a requirement for this position. This description is a summary of the typical functions of the job and is not to be considered an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

The working hours will correspond with the individual institution’s timetable and school holidays. Selected applicants for this role would require a vulnerable sector screening check.

 

KEY RESPONSIBILITIES% of Time
Student Information System and Database35%
Data entry
Report generation
Data verification
Error correction
Support school’s scheduling team when building Master Timetable
Secretarial / Administrative Duties35%
Duties related to student registration
Follow Board accounting procedures when dealing with money
Duties related to mark reporting, graduation and maintenance of transcripts
Maintenance of Ontario Student Records
Student Needs20%
Respond to the needs of students by channelling their concerns in the proper direction (counsellor, VP, Special Services etc.)
Maintains a current library of resources to meet the needs of the students
Manages appointments for Guidance Department staff (inclusive of Special Services and Student Success staff)
Public Relations10%
Provide excellent customer service to members of the school and community
Responsible for fostering and maintaining a positive image of the school and the Board
Other responsibilities, tasks and/or duties can be assigned.
Total100%

FURTHER RESPONSIBILITIES

  • Effectively handle students in crisis and irate parents/guardians
  • Demonstrate excellent problem-solving skills
  • Operate with autonomy, only referring unusual problems or important matters to the Supervisor
  • Set and readjust priorities with flexibility
  • Consistently meet critical deadlines
  • Deal with and make decisions regarding emergency situations
  • Be self-directed as only occasional checks are made by the Supervisor/Designate, and these are pertaining to the general performance of work
  • Tolerate frequent interruptions by students, staff and parents/guardians
  • Fulfil the assigned duties with a high degree of accuracy
  • Cope with a varying workload recognizing that certain times of the year are busier than others
  • Maintain confidentiality
  • May be subjected to occasional verbal abuse and in extremely rare circumstances, physical abuse from students
  • Work well in a team environment

ADVANTAGES

  • Hours of the position are Monday to Friday from 8:00 am – 3:00 pm EST

 EDUCATION AND EXPERIENCE

  • A minimum of 3 years of recent relevant experience
  • Secondary School Diploma
  • Proficient in the use of Board provided computer-based technologies to create, manipulate, store and retrieve information, and communicate with others
  • Preferred experience in an educational setting
  • Experience with Student Information Systems, certification an asset
  • Experience working in a fast-paced working environment.
  • Proficient in the use of Board provided computer-based technologies to create, manipulate, store and retrieve information, and communicate with others
  • First Aid Certification an asset

SKILLS AND COMPETENCIES

  • Excellent verbal and written communication skills
  • Strong attention to detail with the ability to multi-task effectively.
  • High level of professionalism with and familiar with working with confidential information
  • Proficient time management and organizational skills attributes.
  • High-level customer service and people skills
  • Demonstrated analytical and problem-solving skills.
  • Ability to work independently while understanding the importance of engaging appropriate members of the senior team for awareness or guidance and/or escalating issues as appropriate

If you feel that you would be a great addition to the team, you can apply by either clicking the “Apply Now” button or by sending your resume to neximcss@neximcare.ca, along with a concise explanation on why you would be a good fit!

Nexim Corporate Support Services, a division of NEXIM Group Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.

Nexim Corporate Support Services, Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity, you should advise your Nexim Recruitment Representative or your local Nexim Recruitment branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

For all feedback on equity and accommodation needs, please contact your local Nexim Recruitment Canada Branch.

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