School Secretary to Skarpnäck School

Stockholm – our capital city with millions of dreams, expectations, and ambitions. We work for everyone living here today and in the future. We are now looking for someone who wants to think big, new, and differently with us – for the people of Stockholm. **Workplace Description** A key person in the school’s administrative hub Skarpnäcks School is now seeking an experienced, service-oriented, and professional school secretary who wants to work in a large and dynamic F–9 school with a strong focus on inclusion, quality, and safety throughout the organization. Are you accustomed to taking responsibility, thrive in a busy everyday environment, and want to contribute to creating good conditions for students and staff? If so, we would love to meet you. **About Skarpnäcks School** Skarpnäcks School is located in Kärrtorp in southern Stockholm and is an F–9 school with approximately 950 students. Of these, 45 students are in the adapted primary school and 32 students are in our CSU group. We take pride in our diverse student body and actively work with inclusion both within the primary school and the adapted primary school. The school has around 180 dedicated employees and a management team with clear visions for the school’s development. Our shared vision is "Learn and Succeed!" – an ambition that permeates everything we do. Students should be able to develop their knowledge, feel involved, and shape their own future. In our operations, safety, relationships, and professional interaction are fundamental cornerstones. **Your Role - A Central Function in the School's Daily Operations** As a school secretary, you are one of the first people students, guardians, and external contacts meet. You become the school’s face to the outside world and an important link between students, staff, school management, and external authorities. You are part of the school’s administrative unit, where you work closely with the administrative manager, school leadership, and other key functions. The work is varied, requires integrity, accuracy, and a good ability to make decisions. The pace can be high at times, and you play a central role in ensuring that the school’s administrative processes function efficiently. **Your Main Responsibilities** You work broadly and are responsible for both daily service and long-term administrative structure. Examples of tasks include: - Staffing the school’s reception and providing a warm and professional welcome. You answer questions, guide in school routines, and assist with everything from certificates to practical information. Communication occurs via phone, email, and in-person visits, and you are the link that holds much of the communication together. - In your role, you handle student administration such as registrations, applications, absence statistics, and management of documents and follow-ups. You also work with personnel administration, schedule support, and simpler contract writing. You are responsible for record-keeping, archiving, and handling confidential documents, as well as administrative flows in both the primary school and the adapted primary school. You are also involved in the processing of mother tongue instruction and maintain contact with both guardians and external actors. - You manage orders, purchases, deliveries, and invoices. You work in Agresso with coding and budget documentation and ensure that the school’s financial flows operate smoothly. - You need to be quick to familiarize yourself with new systems and comfortable with digital tools. Among the systems you will use are: - Agresso - Child and Student Register (BER) - School Platform - Infomentor - LISA Self-Service - E-dok - Skola24 A central part of the role is to ensure substitute coverage when needed. You work independently, have a good overview of schedules and staffing, and resolve quick changes during the day. You create and maintain routines that ensure the operation runs smoothly even in emergency situations. The role requires that you have experience as an educator in a school and are comfortable leading a group or class when you need to step in as a substitute. You handle school transport, taxi matters, insurance matters, and other administrative tasks from the school management. You also contribute to a safe and inclusive environment through a low-arousal and professional approach. **Qualifications** To be considered for the position, you need to have: - Completed secondary education - Documented and relevant experience as a school secretary (references required) - Very good digital competence and experience working in several administrative systems simultaneously - Excellent ability to express yourself verbally and in writing in Swedish - Experience in creating both staff and student schedules, including in the Skola 24 system - Education and experience in low-arousal approaches - Experience working in a school as an educator We place great importance on personal suitability. **Meritorious** - Post-secondary education in administration, economics, or human resources - In-depth knowledge of the city's administrative systems **Other** In the City of Stockholm, there are over 140 primary schools and 30 secondary schools with