Secretary Daily Duties Number 2

19 July 2016
Ti
me
8
am
8.1
0
8.1
5
8.2
0
8.30
8.40
8.40
8.50
Monday
Tuesday
Daily Open/Close Admin

Block - Enter building and
deactivate alarm.
Open blinds in admin &
staff rm.
Unlock doors (except fire
escape door in Staffroom).
Change date in visitors
book & office whiteboard.

deactivate alarm.
staff rm.
Change date on visitors
book & office whiteboard.
One Maramataka for each

week on display.
Enrolment Kit
Wednesday
Thursday
Friday

deactivate alarm.
staff rm.
book

deactivate alarm.
staff rm.
book

deactivate alarm.
staff rm.
book
Liaison with principal using

Google Docs for jobs to be
completed.
Check and replenish
morning tea refreshments
(Milk/ Coffee/ Tea)
Receipting of any money
to arrive at the office.
Eg: Student requirements/
Uniform purchases/ Sports
fees /
Manually ring bell to start
school (am)
Listen to ph messages
record any absentees or
messages for staff/ Check
Emails & refer/ Log onto
Etap - Print out any class
list for relievers and staff
today.

school (am)
today.

school (am)
today.

school (am)
today.

school (am)
today.
Check Etap for teachers

daily absences and
commence all absentee

daily absences and

daily absences and

daily absences and

daily absences and
19 July 2016
9.10
9.15
9.45
10.3
0
10.5
0
11.1
0
calls to parents/
caregivers
Record parent outcome
in office absentees
book & Etap
Ring parents for
students absentees
from school
Log on to Novo PayCheck Sue & Bank
Staffing reports
Log any present
relievers hrs
Novo Pay Issues to

complete.
Ring bell start of

morning tea
Revisit email/ forward
on/ check answer
machine for any student
updates.
When sending emails
please let Leonie know if
email is good for the
school
Each Monday :Log onto
Kofax and prepare to
send all SJS incoming
invoices for Mondays
calls to parents/
caregivers
in office absentees
book & Etap
Ring parents for
students absentees
from school
Pay Week : Print off SUE
& Bank Staffing reports
for the Principal to view,
check with records in
office log and sign.
(Email to SS Napier
Sheena Bun) Check and
enter into principals SUE
report folder.
ADMIN: Prepare & cash
up all banking in office
lock up
Record current info to
Banking Breakdowns/
2016
Ring bell start of
morning tea
on/ check answer
updates.
When sending emails
school
:Log onto Kofax and
prepare to send all SJS
incoming invoices for
Mondays batch of
calls to parents/
caregivers
in office absentees
book & Etap
Ring parents for
students absentees
from school
Log on to Novo PayCheck
Sue and Banking
Reports
Ring bell start of

morning tea
on/ check answer
updates.
When sending emails
school
Prepare Impress Acc SJ
School Statements
include all
documentation invoices
calls to parents/
caregivers
in office absentees
book & Etap
Ring parents for
students absentees
from school
Leonies Jobs to be
completed
See Google Docs
calls to parents/
caregivers
in office absentees
book & Etap
Ring parents for
students absentees
from school
Leonies Jobs to be
completed
See Google Docs
Leonies Jobs to be
completed
See Google Docs
10.10 Meet with

Principal
Ring bell start of

morning tea
on/ check answer
updates.
When sending emails
school
School Statements
include all
Ring bell start of

morning tea
on/ check answer
updates.
When sending emails
school
School Statements
include all
to catch up on jobs that

have been completed.
19 July 2016
batch of payments to be
processed & paid.
payments to be
processed & paid.
Hand on to Principal to
authorise.
11.3
0
12.0
0
Lunch Break
Lunch Break
as they come through

via email & mail.
Code impress school
statements to correct
depts.
Lunch Break
12.1
5
Ring bell start of lunch
Clear school mail box

Open all mail/ sort /
pigeon hole to
appropriate staff
Physically take Office
Banking and Student
banking to Westpac &
ANZ
ON CALL FIRST AIDE

ROOM
List
Ring bell restart school
(pm)
Etap check afternoon
absentees have been
entered
Correctly code invoices
that have been sent via
Kofax. Rechecking
figures with monthly SS
SJS financial
statements, once
completed send to
Principal for
Authorisation.
ON CALL FIRST AIDE

ROOM
List
(pm)
absentees have been
entered
Once signed off by
principal
Keep a copy for the
office file it, and send
statements via NZ post
to SS Napier.
ON CALL FIRST AIDE

ROOM
Sports Newsletter
(pm)
absentees have been
entered
List
ON CALL FIRST AIDE

ROOM
School Newsletter
(pm)
absentees have been
entered
List
ON CALL FIRST AIDE

ROOM
List
(pm)
absentees have been
entered
List
1.15
1.20
1.25
1.30

pigeon hole to
appropriate staff

via email & mail.
Code impress school
statements to correct
depts.
Lunch Break

via email & mail.
Photo copy & Send
Lunch Break
pigeon hole to
appropriate staff
Physically take Office
Banking to Westpac.
19 July 2016
1.50
2.30
2.35
2.50
3.00
3.25
D.P Yvonne
D.P Yvonne
Check answer machine

for messages
Call a Yr 5&6 the office
for transport / end of
school messages to be
taken to class room
teachers.
Call roistered students
for Road Wardens
Send bus list to teacher
on duty
Ring bell for end of day
Check for any Urban Trip

Rm 1
Banking
Prepare banking
breakdowns to go with
Urban trip banking.
for messages
taken to class room
teachers.
Call for roistered road
wardens
Send Bus list to teacher
on duty

for messages
taken to class room
teachers.
wardens
on duty

for messages
taken to class room
teachers.
wardens
on duty
Prepare incoming
information to send out
to all BOT members call
those students in to
collect others send via
NZ post.
for messages
taken to class room
teachers.
wardens
on duty
Coding Bank
Statements
Close up office and staff
room
Making sure all doors &
windows are secure.
Coding Bank
Statements
room
windows are secure.
Coding Bank
Statements
room
windows are secure.
Coding Bank
Statements
room
windows are secure.
Coding Bank
Statements
room
windows are secure.
19 July 2016
Receipt any payments
from parents & staff.
Check and top up First Aid
supplies
Cleaning equipment to
order
Physically checking orders
that have come in.
Check and rotate all milk
to the top shelves.
Replenish photocopy paper

Check and or replace toner
if needed, on library &
office copiers.
Updating students details
Fortnightly: Order supplies
when requested
(Tissue/Soap/Rubbish bags
& cleaning supplies).
Ring for skip to be emptied
when requested.
Weetbix coordinator for

new supplies.
Accession all incoming
ordered stock to
Assets / Inventory
Check and replenish
morning tea refreshments
Replenish photocopy paper
Clean Glass/ rollers.
Sports Newsletter.
Also check with Father for any church updates.
Receipting any money to

arrive at the office.
19 July 2016

Secretary Daily Duties Number 2

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Secretary Daily Duties Number 2

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19 July 2016

Daily Open/Close Admin

Daily Open/Close Admin

One Maramataka for each

Daily Open/Close Admin

Daily Open/Close Admin

Daily Open/Close Admin

Liaison with principal using

Manually ring bell to start

Manually ring bell to start

Manually ring bell to start

Manually ring bell to start

Check Etap for teachers

Check Etap for teachers

Check Etap for teachers

Check Etap for teachers

Check Etap for teachers

Novo Pay Issues to

Ring bell start of

Ring bell start of

10.10 Meet with

Ring bell start of

Ring bell start of

to catch up on jobs that

as they come through

Ring bell start of lunch

Ring bell start of lunch

Clear school mail box

Ring bell start of lunch

Ring bell start of lunch

ON CALL FIRST AIDE

ON CALL FIRST AIDE

ON CALL FIRST AIDE

ON CALL FIRST AIDE

ON CALL FIRST AIDE

Clear school mail box

as they come through

as they come through

Check answer machine

Check for any Urban Trip

Check answer machine

Check answer machine

Replenish photocopy paper

Weetbix coordinator for

Receipting any money to

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