Administrator at Makini High School

JOB PURPOSE

Provide personal administrative support to the management team and staff of the school and the company through conducting and organising administrative duties and activities including receiving and handling information, supporting enrolment processes/activities and communications with parents.

DUTIES & RESPONSIBILITIES OF THE JOBS

•  To prepare and manage all communications, reports and documents relevant to the school.
•  To organise and coordinate meetings, conferences, travel arrangements and school open days both within and outside of the school as well as via digital platforms.
•  To take, type and distribute minutes of meetings.
•  Assisting with the admissions process guided by the enrolment playbook.
•  Ensure that the respective school’s learner records are accurate and up to date on the Academic and Sales & Marketing system - STASY.
•  Support the implementation of enrolment/marketing initiatives at the school as prescribed by the Marketing and Communications Director.
•  Support communication with parents using bulk SMS and bulk emails as well as engagement via social media platforms.
•  Follow up on enrolment enquiries using the prescribed guidelines and scripts available within the stipulated turnaround time.
•  Transfer leavers of the respective school on STASY and ensure the school’s leavers report is up to date.
•  Maintaining schedules and calendars of the Principal.
•  Arrange and confirm appointments specific to the school’s needs.
•  Maintaining diaries and making appointments for management.
•  Organise internal and external events.
•  Manage incoming emails, e-mails and other material.
•  Set up and maintain document management systems.
•  Assist colleagues with their printing and admin needs.
•  Maintain schoolspecific databases.
•  To operate office equipment and to manage office supplies.
•  Any other duty as assigned from time to time.
•  Maintain confidentiality when dealing with sensitive information.
•  Monitor all of the moving parts that keep an event, a meeting, or a project on course from providing planning support, to ensuring that resources are available when they are needed and sending messages to the team through line manager.

QUALIFICATIONS, EXPERIENCE & SKILLS
(Minimum qualificationsrequired to successfully perform the job)
Education & Professional Certification

•  Diploma in secretarial/ business administration/customer service studies and/or Communication and PR.
• Specialized knowledge  Knowledge and experience of relevant software applications including Microsoft Office and database management.
•  Knowledge of administrative and clerical procedures.

 Skills  

• Proficient in spelling, punctuation, grammar and other English language skills.
•  Typing skills.
•  Verbal and written communication skills.
•  Attention to detail.
•  Planning and organising.
•  Time management.
•  Interpersonalskills.
•  Customer-service skills.

Abilities

•  The ability to be proactive and use your initiative: to see what needs doing and to do it.
•  The ability to use standard software packages (e.g. Microsoft Office).
•  Ability to handle pressure/stress.

Personal characteristics  

• Reliability, consistency, self-starter.

List of essential experience

•  Proven experience of producing correspondence and documents.
•  Proven experience in information and communication management.
•  2+ years’ administrative experience.

Essential qualities or behaviours

•  Confident and sociable.