Overview Administrative Assistant

Phil & Jennie Gaglardi Academy
Job Roles and Responsibilities
Administrative Assistant

Job Summary

Under the supervision of the Director, the School Secretary is responsible for maintaining student records, office record-keeping systems, processing mail, performing receptionist/clerical duties, and providing administrative support to the Director.

Specific Duties include:

  • Provide general and telephone reception services.
  • In the absence of the Director, provides tours of the school facilities to prospective families.
  • Maintain classroom & Faculty schedules and visitor/volunteer logs and student sign-in/out logs within the facility.
  • Obtain information from parents regarding students who are absent and phone to determine the whereabouts of absent students.
  • Maintains student files, office records and MyEdBC.
  • Collate Report Cards for Primary and High School as per reporting periods.
  • Ensure all office equipment is in good working order.
  • Provide initial first-aid and completes accident reports as necessary.
  • Assist in fire and earthquake drills with attendance.
  • Compose routine correspondence.
  • Process incoming/outgoing mail, faxes, emails and other materials.
  • Provide clerical assistance to Director and teachers.
  • Co-ordinate Parent-Teacher conferences.
  • Maintain office appearance.
  • Arrange service for garbage or recycling pick-up, lawn maintenance etc.
  • Perform some custodial duties during school hours as necessary (replenish soap, toilet paper, paper towel, flooding in washrooms, vomit etc.
  • Filing as required.
  • Participate in special projects as necessary.
  • Participate in emergency school closure procedures.
  • As required, monitor children during discipline-time.
  • Assist with special events set up (ie Open House, Drama performances, fundraisers etc).
  • Perform other duties as assigned.

Hours of Work

The School Secretary will be paid from 8:00 am to 3:30 pm. The Lunch break is an unpaid break for half-an-hour each workday. The lunch break should be taken outside of the normal student lunch break from 12:10 pm to 12:50 pm.

The Board will give 30 days written notice of any change in the hours of work.

Salary Calculation

The hourly wage rate for this position is $__________ per hour subject to change at the discretion of the Board. A semi-monthly salary will be determined based on the number of instructional days, additional days worked before and after school closure, and 4% vacation pay.

This salary is subject to the usual deductions at source for Income Tax, Canada Pension, Employment Insurance, and other deductions as may be required by law from time to time.

Code of Conduct

Since we are a Christian School, employees are required to affirm the School’s Statement of Faith (Schedule A) and adhere to the Community Standards Policy and Code of Conduct (Schedule B).

To show commitment to Christian education, all employees of the Society are required to enrol his/her children in the Phil & Jennie Gaglardi Academy understanding that exceptions may be granted by the Director or Board.


By signing this agreement of job roles and responsibilities, the School Secretary/Assistant agrees to:

  • Develop and maintain the highest possible level of performance within the total context of the School community.
  • Be accountable to the School Director of the Northgate Christian Education Society, and carry out all assigned duties and responsibilities.
  • Affirm the Statement of Faith (see Schedule A).
  • Adhere to and affirm the Community Standards Policy, and the Code of Conduct (see Schedule B).


Date: _____________________

School Secretary:______________________/ Print Name:_________________

Director:_____________________________/ Print Name:__________________

 

SCHEDULE A
Phil & Jennie Gaglardi Academy
STATEMENT OF FAITH

  • THE HOLY SCRIPTURES: I believe the Bible is God-inspired, inerrant and infallible (2 Timothy 3:16,17).
  • THE ETERNAL GODHEAD: I believe God is Triune: Father, Son and Holy Spirit (2 Corinthians 13:14).
  • THE FALL OF MAN: I believe that man was created in the image of God, but that by voluntary disobedience he fell from perfection (Romans 5:12).
  • THE PLAN OF SALVATION: I believe that while we were yet sinners Christ died for us, signing the pardon of all who believe on Him (John 3:16; Romans 5:8). 
  • SALVATION THROUGH GRACE: I believe that we have no righteousness and must come to God pleading the righteousness of Christ (Ephesians 2:8).
  • REPENTANCE AND ACCEPTANCE: I believe that upon sincere repentance, and a whole-hearted acceptance of Christ, we are justified before God (I John 1:9).
  • THE NEW BIRTH: I believe that the change which takes place in the heart and life at conversion is a very real one (2 Corinthians 5:17; Galatians 2:20).
  • DAILY CHRISTIAN LIVING: I believe that it is the will of God that I be sanctified daily, growing constantly in my faith (Hebrews 6:1).
  • BAPTISM AND THE LORD'S SUPPER: I believe that baptism by immersion is an outward sign of an inward work (Matt. 28:19). I believe in the commemoration of the Lord's Supper by the symbolic use of the bread and juice of the vine (I Corinthians 11:24, 25).
  • BAPTISM WITH THE HOLY SPIRIT : I believe that the Baptism with the Holy Spirit is to endue the believer with power; and that His incoming is after the same manner as in Bible days (Acts 2:4). I believe that those who experience Holy Spirit baptism today will experience it in the same manner that believers experienced it in the early church; in other words, I believe that they will speak in tongues—languages that are not known to them (Acts 1: 5, 8; 2:4).
  • THE SPIRIT-FILLED LIFE: I believe that it is the will of God that I walk in the Spirit daily (Ephesians 4:30-32).
  • THE GIFTS AND FRUIT OF THE SPIRIT: I believe that the Holy Spirit has gifts to bestow upon the Christian; and that I should show spiritual fruit as evidence of my Spirit-filled life (I Corinthians 12:1-11; Galatians 5:22).
  • MODERATION: I believe that the experience and daily walk of the believer should never lead him into extremes of fanaticism (Philippians 4:5).
  • DIVINE HEALING: I believe that divine healing is the power of Christ to heal the physically sick in answer to the prayer of faith (James 5:14-16).
  • THE SECOND COMING OF CHRIST: I believe that the second coming of Christ is personal and imminent (I Thessalonians 4:16, 17).
  • CHURCH RELATIONSHIP: I believe it is my sacred duty to identify ourselves with the visible Body of Christ (Acts 16:5; Hebrews 10:25).
  • CIVIL GOVERNMENT: I believe that rulers should be upheld at all times except in things opposed to the will of God (Romans 13:1-5).
  • THE FINAL JUDGEMENT: I believe that all shall stand someday before the judgment seat of God, and there receive eternal life or death (2 Corinthians 5:10).
  • HEAVEN: I believe that Heaven is the glorious eternal home of born-again believers (John 14:1-3; Revelation 7:15-17).
  • HELL: I believe that hell is the place of eternal torment for all who reject Christ as the Savior (Revelation 20:10,15).
  • EVANGELISM: I believe that soul winning is the most important responsibility of the every believer (James 5:20).
  • TITHES AND OFFERINGS : I believe that the method ordained of God for the support and spread of His cause is by giving of tithes and free-will offerings (Malachi 3:10; 2 Corinthians 9:7).


SCHEDULE B
Phil & Jennie Gaglari Academy
Northgate Christian Education Society
Community Standards Policy

At Gaglardi Academy, the teachers, Administrative staff, Board, parents and students are called to promote and advance the vision and mission statement of Gaglardi Academy to the people of the Comox Valley. In order to do so, Teachers, Administrative staff, Board, parents and students are expected to adhere to the standards of conduct that the School holds for itself. These standards are:

The Standards of Conduct of the School are found in the Constitution and it's other constituting documents, policies, employment contracts and various handbooks. This policy is not intended to replace those standards but to restate and add to them. All employees of the Northgate Christian Education Society (NCES) must, as a term and condition of their employment, support and adhere to the standards of conduct held by the School, wherever such requirements are found (see comments above). As the Secretary occupies a position of leadership within the School, these standards must be adhered to in their public and private life and in school-related and non-school related activities.

The standards of conduct of NCES are rooted in the great command of Jesus in Matthew 22: 37-40 that we first “Love the Lord your God with all your heart and with all your soul and with all your mind”, and second “Love your neighbour as yourself”. It is these two commandments that set the ultimate standard for all conduct at NCES. We understand according to our mission statement that we are to submit to the authority of the Biblical Scriptures if we are to love and obey the Lord our God. Teachers, Administrative staff, Board, and parents can show their love for the Lord by submitting in all things to Christ’s authority and by devoting themselves to prayer and the reading and study of scripture and through an exemplary Christian walk-in speech and acts that is evident both inside and outside the School. Teachers, Administrative staff, Board, and parents can demonstrate that they love the students and all others in the school community, by recognizing in each person, a reflection of God their Maker and motivating them to develop their unique gifts so that they may better serve others as God has called them to do. Teachers, Administrative staff, Board, and parents ought to be willing to encourage and discipline in a way that demonstrates love.

The following particular standards of conduct of NCES are important non-exhaustive examples of how Teachers, Administrative staff, Board, and parents are to live as members of the School.

  • Demonstrate clear and active support for Christian education, but not excluding other forms of education.
  • Active membership in a Christian church.
  • Respect for the sanctity of life; and opposition to abortion.
  • Refrain from the activities and from acceptance of such activities as homosexuality (Rm. 1:26-28, Lev. 20:13, 1Cor. 6:9), sexual relationships outside of heterosexual marriage, and the use of pornography or other sexually explicit material and the like.
  • Respect for heterosexual marriage.
  • Refrain from the abuse of alcohol, drugs, and any illegal substance. 

Refrain from criminal activity or serious civil wrongdoing

NCES is a community. Allegiance to that community is demonstrated through agreement with the school’s standards of conduct and through the modeling of conduct that is consistent with those standards.

NCES is also a place of diversity and the potential exists for there to be differences in the school regarding whether certain conduct breaches the standards of conduct of NCES. In the case of such differences that remain unresolved, the Board of NCES shall make the final determination around such matters.

Where this policy is a condition of a contract of employment, the consequences of a breach of a standard of conduct and the dispute resolution procedure will be governed by the contract of employment as stated therein.

In cases where this is not the case, then the consequences of breach will be determined on a case-by-case basis in view of the relevant circumstances. The consequences of breach may involve a letter of reprimand, suspension from duties and termination, again depending on the nature and seriousness of the breach. For some single instances of breach, such as serious sexual misconduct, immediate termination may be the consequence. In cases of less serious breach, some form of progressive discipline may be imposed. In all cases of breach, discernment will be exercised to recognize the difference between a single and deeply regretted mistake and a flagrantly disobedient lifestyle, which is not open to correction.

In these cases, all disputes pertaining to community standards will also be sought to be resolved directly between the involved parties; failing which the dispute will then be resolved by the Board of NCES.

This is a policy of the Board of NCES and is also incorporated into and subject to the terms and conditions of the Teacher and Administrative employment contracts. This policy is also a vital contractual agreement that:
in cases of doubt as to the meaning, it is to be interpreted and determined by the Board of NCES.

Development and Implementation of a Community Standards Policy - © SCSBC 09/00 Amended and Approved for NCES 07/14