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Office Secretary (Alphaville Campus)

Responsible to: Headteacher; Head of School; Class Teacher

St. Nicholas School (Alphaville) is looking for an Office Secretary who is engaged, agile, proactive, outgoing, flexible and organised.


Provide administrative support to everything related to Office matters, including staff and parents to create an effective and efficient School Office. 


  • Write letters in English and Portuguese to parents, official entities, other schools, etc. when necessary.

  • Organise teachers’ purchase orders and transmit information to the Purchasing Department. 

  • Assist staff with office needs and requests; write letters, translate, facilitate services, responses and information for other administrative departments.

  • Monitor staff absences and coordinate with the headteacher appropriate cover.

  • Cover reception during lunch, break time or on other occasions.

  • Deliver messages to teachers and pupils.

  • Assist parents, pupils, and staff.


With Parents:

  • Effectively communicate with parents, take phone calls, book appointments, transmit messages and arrange meetings.

  • Coordinate safe child exit procedures. 


School Information Systems:

  • Ensure the School General Database and class lists are up to date with all the pupils’ information.

  • Ensure calendars are up to date with all school events.

  • Coordinate electronic communication with parents.

  • Assist with report uploads and delivery.


ECAs (Extra Curricular Activities):

  • Coordinate Extra Curricular Activities with teachers and external companies.

  • Upload ECA schedule for pupils.

  • Assist with the student registration process and clarify any doubts parents may have.

  • Assist in the day-to-day running of all ECAs.



  • Coordinate all aspects of the different school trips in order to ensure safety.

  • Make sure all the appropriate bookings and authorizations are carried out properly and that all required documents are available.

  • Communicate effectively with the teachers, headteacher, parents and all the other departments involved (security, catering, financial department, etc.) for all trips.


Required Skills:

  • Fluency in English and Portuguese;

  • Basic computer skills (Microsoft Office pack);

  • Good communication;

  • Show close attention to details. 

Working hours for administrative employees: 07:45 to 17:30.
Please send us a letter of application, a CV and the name of two referees should be addressed to .

Exclusive channel for parents interested in getting to know the school.