School secretaries

types directly or transcribes letters, reports and other documents, and prints or photocopies documents as required

Tools like Microsoft Copilot, ChatGPT, or Google Docs AI can draft, format, and transcribe documents from voice or notes with minimal human input, significantly reducing manual typing time.

maintains administrative records relating to pupils and staff, and generates statistical and other reports

School management systems enhanced with AI (e.g., SIMS with AI reporting features) can automatically update records and generate statistical reports, with humans mainly reviewing outputs.

sorts, files and otherwise deals with incoming and outgoing correspondence

AI tools like Microsoft Copilot can auto-sort emails, draft responses, and flag priority correspondence, but human judgment is still needed to handle sensitive school communications appropriately.

orders equipment and stationery

AI-powered procurement tools and inventory management software can predict supply needs and automate reorder requests, though a human still approves and manages supplier relationships.

handles enquiries from parents and arranges meetings with members of staff

AI chatbots or automated scheduling tools like Calendly can handle routine parent enquiries and meeting bookings, but sensitive or complex parental concerns still require human empathy and judgment.

arranges payment of invoices, handles cash

Accounting software with AI features (e.g., Xero or QuickBooks) can automate invoice matching and flag anomalies, but cash handling and financial authorisation require human oversight and accountability.

undertakes reception duties for visitors, handles face-to-face and telephone enquiries and passes on messages

Reception duties require physical presence, real-time human interaction, and safeguarding awareness that AI cannot replicate, though AI phone systems can assist with basic call routing.