Administrator_School at Makini High School

Job description

Job Description – School Administrator

The School Administrator provides comprehensive administrative support to the management team and staff, ensuring smooth operations and effective communication within the school and with parents. This includes supporting enrolment processes, coordinating events, managing documentation, and assisting with school-wide initiatives.

Key Responsibilities:

• Provide administrative support to the Principal, management team, and staff.
• Prepare, manage, and distribute communications, reports, and documents relevant to the school.
• Organize and coordinate meetings, conferences, travel arrangements, school open days, and online events.
• Take, type, and circulate minutes of meetings.
• Assist with the admissions/enrolment process following established procedures.
• Maintain accurate learner records on the Academic and Sales & Marketing system (SIMS).
• Support marketing and enrolment initiatives as directed by the Marketing and Communications Director.
• Communicate with parents via bulk SMS, emails, and social media platforms.
• Follow up on enrolment enquiries using prescribed guidelines and scripts within set timelines.
• Process transfers of leavers and maintain up-to-date leavers reports.
• Manage the Principal’s schedules, appointments, and calendars.
• Organize internal and external events and ensure smooth execution.
• Maintain document management systems, school databases, and office supplies.
• Operate office equipment and support colleagues with administrative needs.
• Monitor tasks and projects to ensure deadlines, resources, and communications are managed effectively.
• Maintain confidentiality when handling sensitive information.
• Perform any other administrative duties as assigned.

Reporting Line:

• Directly reports to the Principal.
• Dotted line to the Marketing and Communications Director.

Minimum requirements

Key Qualifications and Experience Required:

• Bachelor of Commerce/Business Administration/Business Management degree from a recognized institution. Specialization in Marketing is an added advantage
• Bachelor’s degree in Commerce, Business Administration, or Business Management from a recognized institution.
• Specialization in Marketing will be an added advantage.
• A minimum of five (5) years of proven administrative experience in a reputable educational institution offering CBE (Competency-Based Education).
• Strong organizational, communication, and interpersonal skills, with the ability to manage multiple priorities effectively.
• Demonstrated experience in supporting school operations, coordinating events, managing stakeholders, and ensuring smooth administrative processes.
• High level of integrity, professionalism, and the ability to work collaboratively within a dynamic school environment.

Skills, Knowledge, Abilities & Values:

• Curriculum Knowledge: Strong understanding of CBE (Competency-Based Education) curriculum and international best practices in teaching and learning.
• Regulatory Compliance: Knowledge of local education regulations, policies, and compliance requirements.
• Child Safeguarding: Sound understanding of child protection laws and safeguarding procedures.
• Stakeholder Engagement: Ability to effectively engage with parents, staff, students, board members, and the wider community.
• Cross-Cultural Communication: Skilled in communicating and collaborating across diverse cultural and professional contexts.
• Academic & Operational Planning: Strong grasp of academic planning, school operations, and program management.
• Organizational & Interpersonal Skills: Excellent organization, time management, scheduling, and interpersonal skills to support smooth school operations.
• Teamwork & School Improvement: Demonstrated ability to work with diverse teams and contribute to school-wide improvement initiatives.
• Data Management & Reporting: Proficient in data analysis, reporting, and records management, including student attendance and performance metrics.
• Technology Proficiency: Skilled in educational technology, school management systems, and productivity software (Google Workspace, MS Office).
• Data Privacy & Security: Awareness of data privacy regulations and security practices in school environments.
• Crisis & Emergency Management: Ability to handle emergencies calmly, effectively, and professionally.