Education

To Become School Secretary / Office Administrator (The central pivot of the school) in Ontario: Salary, Training, and Career Outlook.

by Occupations.ca Team
11 min read

Have you ever wondered who keeps a school running smoothly every single day? If you enjoy helping people, staying organized, and being the calm voice in a busy place, the role of a School Secretary / Office Administrator in Ontario might be the right fit for you. In this role, you are the central pivot of the school—the friendly face in the office, the first point of contact for families, and the person behind many essential systems that Support students and staff.

Job Description

As a School Secretary or School Office Administrator in Ontario, you support the day-to-day operations of an elementary or secondary school. You work closely with the School Principal and vice-principals, teachers, support staff, students, families, and community partners. Your role blends administration, Customer Service, and problem-solving. You handle student records, attendance, Scheduling, Communications, and Finance-related tasks, and you ensure the office stays organized, efficient, and welcoming.

Daily work activities

Your workday moves quickly. You start by checking messages and emails from families and staff. You may enter attendance, prepare morning announcements, respond to urgent requests, and support students who arrive late or need help. Through the day, you answer phones, greet visitors, help coordinate relief staff (such as occasional teachers or lunchroom supervisors), manage records, and support school events. You may handle confidential student Information, submit purchase orders, track invoices, and assist with emergency procedures. No two days are exactly the same.

Main tasks

  • Greet and support students, families, and visitors with a professional, friendly approach
  • Answer phones and emails; triage inquiries to the right staff member
  • Maintain student records and files in the Student Information System (SIS) in line with privacy laws
  • Enter and verify daily attendance; follow up on unexplained absences
  • Support enrolment, registration, transfers, and withdrawals
  • Coordinate communication: newsletters, notices, automated calls, and website updates (as assigned)
  • Assist with scheduling (e.g., parent-teacher interviews, meetings, calendars)
  • Prepare documents, correspondence, reports, and minutes
  • Handle cash, school fundraising deposits, petty cash, and purchase orders in line with school board policies
  • Track supplies and place orders; liaise with vendors and central purchasing
  • Support the principal with confidential HR-related tasks (e.g., occasional staff scheduling)
  • Support health, Safety, and emergency procedures; maintain first-aid supplies
  • Coordinate Transportation changes, late buses, and field-trip paperwork
  • Uphold privacy and records-Management standards, including secure storage of confidential files
  • Assist with Special Education documentation workflows (as assigned)
  • Provide backup for other office staff and train new personnel when needed

Required Education

In Ontario, most school boards require a combination of education and practical office experience. While the exact requirements can vary by board and by role (e.g., elementary vs. secondary, school-year vs. 12‑month), the following are common pathways.

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Diplomas and credentials

  • Certificate (1 year)
    • Office Administration – General (Ontario College Certificate). This is the most common entry credential.
    • Related certificates in Business/Office Software, Medical/School Office Administration, or Bookkeeping are helpful.
  • College Diploma (2 years)
    • Office Administration – Executive or Office Administration – Health Services (Ontario College Diploma). A 2‑year diploma is often preferred for busier or lead office roles.
  • Bachelor’s Degree (3–4 years)
    • Not required, but a degree in Business Administration, Public Administration, or Human Resources can support advancement into lead administrative roles, school Office Manager positions, or board-level roles.

Additional tickets and Training often requested by boards:

Length of studies

  • Ontario College Certificate: typically 8–12 months (two academic terms)
  • Ontario College Diploma: typically 2 years (four academic terms)
  • Bachelor’s Degree: 3–4 years (optional, for long-term progression)

If you already have strong office experience, some boards will consider you with a secondary school diploma plus recent, relevant clerical work and proven software skills. However, a recognized Office Administration credential improves your competitiveness.

Where to study? (Ontario)

Public colleges in Ontario that commonly offer Office Administration programs:

  • Algonquin College (Ottawa)
  • Cambrian College (Sudbury)
  • Canadore College (North Bay)
  • Centennial College (Toronto)
  • Conestoga College (Kitchener–Waterloo)
  • Confederation College (Thunder Bay)
  • Durham College (Oshawa)
  • Fanshawe College (London)
  • Fleming College (Peterborough)
  • George Brown College (Toronto)
  • Georgian College (Barrie)
  • Humber College (Toronto)
  • Lambton College (Sarnia)
  • Loyalist College (Belleville)
  • Mohawk College (Hamilton)
  • Niagara College (Welland/Niagara-on-the-Lake)
  • St. Clair College (Windsor)
  • St. Lawrence College (Kingston/Cornwall/Brockville)
  • Sheridan College (Brampton/Mississauga/Oakville)

Useful external links:

Tip: When reviewing college programs, look for courses in keyboarding, office software (Microsoft 365/Google Workspace), Records Management, communications, Accounting basics, customer service, and data entry. Co-op or field placements add value.

Salary and Working Conditions

Salary

Salaries vary by school board, union agreement, and job level (school secretary, office assistant, office coordinator, or head secretary). Many roles are unionized (commonly CUPE or OSSTF education worker units), with pay grids that increase over several steps.

Typical Ontario ranges (2024–2026 hiring trends):

  • Entry-level (school secretary/office assistant): approximately $22–$27 per hour
  • Experienced/lead roles (office administrator/head secretary): approximately $27–$35+ per hour

Annual earnings depend on whether you are a 10‑month (school-year) or 12‑month employee, total weekly hours (often 35–40), and Benefits. Many school-year positions are paid only during the academic year, with benefits and pension for eligible employees.

Useful references:

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Note: Always check the specific job posting and the school board’s collective agreement for the exact pay rate and benefits.

Working conditions

  • Schedule: Typically Monday to Friday, during school hours. Some roles require early arrival or staying slightly later to support families and staff. Occasional evening events (e.g., parent-teacher nights) may be expected with overtime or lieu time.
  • Work year: Many positions are 10 months (September–June). Some central or secondary school roles are 12 months.
  • Environment: Busy front office setting with frequent interruptions. You’ll balance phone calls, walk-ins, and administrative tasks.
  • Equipment/software: Computers, printers, photocopiers, phones, intercom systems, and school safety/visitor management systems. Software includes email/calendar tools, spreadsheets, word processing, and school board student information systems.
  • Team: You work alongside administrators (principal/VPs), teachers, EAs/DECEs, caretaking, and other office staff.
  • Union and benefits: Many roles are unionized and may include benefits, sick days, paid holidays, and OMERS pension eligibility. Confirm details in each posting.

Job outlook

Demand is steady across Ontario due to:

  • Ongoing retirements and internal promotions
  • The need for replacement (supply) secretaries
  • Stable enrolment in many regions and continued administrative needs in schools

For a broad view of labour market trends in Ontario (administrative roles and education sector), consult:

Tip: French/English bilingual candidates are in strong demand in French-language school boards (Conseils scolaires catholiques and publics) and in schools with French Immersion programs.

Key Skills

Soft skills

  • Communication: Clear, professional verbal and written communication with students, families, and staff
  • Customer service: Warm, respectful, and solutions-focused approach at the Front Desk and on the phone
  • Organization and time management: Prioritizing competing tasks and meeting deadlines in a busy office
  • Discretion and confidentiality: Handling sensitive student and personnel information with integrity
  • Problem-solving and judgment: Making sound decisions, especially under time pressure
  • Teamwork: Supporting administrators and colleagues while working independently
  • Cultural responsiveness: Serving diverse communities with empathy and respect; awareness of inclusive practices
  • Conflict resolution: Staying calm and professional when concerns arise

Hard skills

  • Keyboarding and data entry (often 50–60+ wpm with accuracy)
  • Office software: Microsoft 365 (Word, Excel, Outlook), Google Workspace (Docs, Sheets, Gmail), and PDF tools
  • Student Information Systems (SIS): Entering attendance, registration, and records in board-approved systems
  • Records management: Filing, retention, and secure handling of confidential information (MFIPPA/PHIPA awareness)
  • Financial administration: Cash handling, POS or deposit procedures, petty cash, purchase orders, and basic bookkeeping
  • Scheduling: Calendars, meeting Coordination, and room bookings
  • Document production: Forms, newsletters, correspondence, and report formatting
  • Health and safety support: First aid basics, visitor management, emergency call-outs and procedures

Advantages and Disadvantages

Advantages:

  • Meaningful work: You directly support students, families, and school success
  • Predictable hours: School-day schedules suit work–life balance; many roles have summers off
  • Community: You build strong relationships with staff and families over time
  • Benefits and pension: Many unionized roles include benefits and OMERS pension eligibility
  • Growth and stability: Opportunities to move into lead roles, central office positions, or board-level administration

Disadvantages:

  • High pace: Constant interruptions and competing priorities can be stressful
  • Emotional demands: You may support distressed students or families and handle urgent situations
  • Complexity: Strict privacy, records, and financial procedures require careful attention to detail
  • Seasonal pay: School-year roles may not be paid during summer; budgeting is important
  • Testing: Hiring processes often include typing and software assessments
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Expert Opinion

If you want to succeed as a School Secretary / Office Administrator in Ontario, focus on three things: accuracy, calm, and care. Accuracy builds trust—especially with attendance, records, and finance. Calm keeps the office running when the phone is ringing, a student needs help, and a teacher is waiting at the counter. Care shows in your tone, your patience, and the way you protect privacy.

Actionable steps for you:

  • Earn at least an Office Administration – General certificate; a two-year Office Administration – Executive diploma strengthens your profile.
  • Build a practical skills portfolio: 60+ wpm typing, advanced Outlook/Excel, and experience with records and forms.
  • Get your police record check (vulnerable sector) and First Aid/CPR up to date before applying.
  • Register on ApplyToEducation and the career pages of local school boards. Many boards maintain pools for “supply secretary” roles—this is often the fastest entry point.
  • Prepare for tests: You may be assessed on typing, MS Word/Excel/Outlook, spelling/grammar, and basic math or bookkeeping.
  • Highlight any bilingual (English/French) ability, Indigenous cultural knowledge, or experience supporting newcomers—these are highly valued in Ontario schools.

Once you’re in the system, take advantage of board-provided training (privacy, safe schools, software) and consider additional micro-credentials in records management or financial systems. Over time, you can progress to head secretary roles or central office positions.

FAQ

Do I need previous school experience to get hired?

Not always. Many Ontario school boards hire candidates with strong office administration training plus excellent software and customer service skills. However, school-based experience (co-op, volunteering, daycare/Childcare, medical or municipal offices) helps. Starting as a casual or supply secretary is a common pathway to permanent roles.

Will I need to pass a typing or software test?

Yes, most boards include practical testing as part of the hiring process. Expect keyboarding speed/accuracy tests, and tasks in Word, Excel, and Outlook (formatting documents, managing email/calendars, creating spreadsheets). Some boards also test grammar/spelling and basic bookkeeping.

What background checks and Compliance training are required?

You typically need a Police Record Check with Vulnerable Sector Screening (learn more: https://www.ontario.ca/page/police-record-checks-ontario). Boards also require compliance training such as AODA, WHMIS, privacy, and health and safety modules. First Aid/CPR is frequently an asset and may be required for some roles.

Can I move up to a higher-level office role or work at the board office?

Yes. With experience and strong performance, you can progress to head secretary/office administrator roles in larger schools or apply for board office positions (e.g., HR, finance, student services). A two-year Office Administration diploma, advanced software skills, and additional certifications (records management, accounting) will support your advancement.

Are there opportunities in French-language or Catholic school boards?

Absolutely. Ontario has publicly funded English public, English Catholic, French public, and French Catholic school boards. If you are bilingual (English/French), you will be competitive in French-language boards and in schools offering French Immersion. Use the provincial directory to explore boards near you: https://www.app.edu.gov.on.ca/eng/sbinfo/boardList.html

How do I find and apply for School Secretary jobs?

  • Create an account on ApplyToEducation (https://www.applytoeducation.com/), used by many Ontario boards.
  • Check each board’s careers page (use the provincial board directory: https://www.app.edu.gov.on.ca/eng/sbinfo/boardList.html).
  • Prepare a focused resume showing: office credentials, software proficiency, typing speed, privacy/First Aid certifications, and school or customer service experience.
  • Be ready for testing and references; highlight your availability for supply/casual assignments to get your foot in the door.

By building the right mix of education, certifications, and real-world office practice—and by showing professionalism and care—you can become the reliable, trusted central pivot of an Ontario school office.

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