Administrative Assistant at Kitengela International School

Job Summary

The Administrative Assistant under the direction of the Head of School will coordinate, organize, oversee and perform administrative duties associated with school operations.

Duties and Responsibilities

• Oversee, coordinate and perform day to day school administrative functions.
• Prepare and maintain student records and ensure that they are updated regularly
• Provide secretarial/administrative assistance to the Head of School and the Deputies when required including typing documents, editing letters and school bulletins
• Organize school newsletters, memos, agenda for meetings and notifications to parents
• Manage the reception area and direct visitors and parents as required
• Attend school meetings and take minutes of meetings
• Handle any incoming and outgoing mail and distribute incoming mail
• Relay information to teaching staff and students using various mediums
• Answer all telephone enquiries as well as email communication
• Maintain student attendance records and student enrolment, assisting with student registration and admission procedure
• Prepare and coordinate prospective students for entry examinations and tests
• Provide support to new teachers and support staff
• Be the contact person for the school related inquiries and maintain a database
• Distribute and collect textbooks and stationery while keeping records
• Assists all school departments with routine clerical activity
• Requisition office consumables and ensure enough supplies
• Handle all school emails and communication , manage document and its movement
• Maintain student database
• Organize student files and reports

Qualifications

• Bachelors’ Degree in Business Management/ Secretarial Studies from a recognized Institution
• Minimum of 3 years’ experience in a similar role, school setting will be an added advantage
• Experience in using management information systems and routine office systems
• Computer literate and able to use various Microsoft programs including Word, Excel, PowerPoint etc

Desired Competencies and Attributes

• Good communication skills (both verbal and written) as well as presentation skills
• Poses good organizational skills and excellent customer service skills
• Excellent time management skills and the ability to prioritize work
• Ability to handle multiple and conflicting priorities under strict deadlines
• High standard of Integrity and Ethical practice
• Attention to detail and problem solving skills
• Ability to work effectively with other team members