Administrative Assistant (School) at Wisen HR Services

Key Duties and Responsibilities

General 

• Comply with policy and procedures regarding Confidentiality, Child Protection, Sexual Harassment and make sure that all Staff abide by these.
• Respect the confidentiality of all matters relating to the School, staff, pupils, and families.
• Attend appropriate training courses.
• Attend staff meetings and other meetings as directed by the School Management.
• Participate in monthly supervision and annual performance management/appraisal.

Operational

• Greet visitors, answer enquiries, and create a welcoming environment
• Assist with data entry in the system.
• Schedule appointments, meetings and reservations as needed.
• Daily reconciliation of entries between the physical and the system.
• Welcome visitors and direct them to the relevant office/personnel.
• Carry out clerical duties such as answering phone calls, responding to emails, making photocopies.
• Coordinate and manage appointments, meetings, and the conference room schedule to prevent duplicate bookings.
• Maintain general office files, including job files, vendor files, and other files related to the school operations.
• Oversee cleanliness and neatness of office facilities, and equipment.
• Attend meetings as assigned for the purpose of conveying and/or gathering information required to perform functions. 
• Update the School’s social networks (Facebook, YouTube, website etc.)
• Maintain office equipment, tools and work areas (e.g. cleaning, load supplies, clear paper jams, etc.) for the purpose of ensuring a safe working environment and the availability of items within a specific time frame. 
• Keep records, maintain and be in charge of the stationery store of the school.
• Perform other relevant duties when needed.
• Assist with School events (including, but not limited to, Thanksgiving Day, Talent’s day, etc.).
• Troubleshoot copiers, scanners and other office equipment.

Skills
Key Skills and Competencies

• Excellent written and verbal communication skills in English and Kiswahili
• Perfect computer literacy with proficiency in MS Office applications.
• Strong interpersonal skills, strong initiative and ability to handle complex assignments with a proactive attitude.
• Proven experience as an Administrative Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and copiers
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Strong organizational skills with the ability to multi-task
• Qualification as an Administrative assistant or Secretary will be a plus