Admin / Librarian / Front Office at Chantilly Schools

DUTIES AND RESPONSIBILITIES

Administration

• Prepare, type, file and dispatch letters, memos, circulars and reports.
• Maintain staff, student and general office records, both in hard copy and digital.
• Keep and update registers, inventories, asset registers and stationery stock.
• Assist in organising meetings, school events and keep minutes when assigned.
• Support HR and the Head of Institution with documentation, data entry and filing.
• Handle confidential information with strict discretion in line with the Data Protection Act, 2019.

Library Management

• Run the library and ensure it is open, orderly and conducive to learning.
• Catalogue, classify, shelve and label books and other learning resources.
• Issue and receive books; maintain borrowing records and follow up overdue and lost items.
• Conduct regular stock-taking and report on stock status, damaged and missing items.
• Recommend and assist in acquiring books and resources aligned to the CBC curriculum.
• Support teachers with library resources required for lessons: reference books, readers, textbooks, charts and digital materials.
• Receive teachers’ resource requests, retrieve and issue items, and keep a teacher borrowing register.
• Prepare class book boxes and reading lists, and schedule class library periods with teachers.
• Promote reading culture and orient learners and teachers on library use and rules.

Front Office Relief and Admissions

• Relieve the front office officer during breaks, leave and absence.
• Receive and direct visitors, parents and suppliers courteously and professionally.
• Answer, screen and route telephone calls; keep the visitors’ and call logs.
• Receive, record and dispatch incoming and outgoing mail and deliveries.
• Serve as Admissions Officer: guide prospective parents on admission requirements, fees and school tours.
• Receive, check and file admission forms and documents, and keep the admissions register up to date.
• Follow up enquiries and applications and report admission statistics to management.

Customer Care

• Act as the first point of contact and main customer care officer for parents, visitors, suppliers and stakeholders.
• Handle enquiries, requests and complaints promptly and politely; resolve them or refer to the right office.
• Keep a complaints and feedback register, track follow-up and report recurring issues to management.
• Communicate school notices, appointments and circulars to parents through approved channels.
• Maintain a professional front office, always presentable, in line with the school’s customer care standards.

Teacher Support and Resource Procurement

• Receive requisitions from teachers for classroom materials and learning resources, and verify them with Heads of Department.
• Source quotations from approved suppliers, prepare purchase requests and submit them for approval.
• Follow up orders, receive and inspect deliveries, and issue items to teachers against signature.
• Keep a record of resources issued to each teacher and follow up on returns and replacements.
• Advise teachers on available resources and ensure they are supplied in time for lessons and assessments.

Inventory and Stock Management

• Maintain up-to-date stock registers for stationery, teaching and learning materials, library stock, cleaning supplies and other consumables.
• Maintain the school asset register: tagging, location, condition and custodian of furniture, equipment and ICT assets.
• Record all goods received and issued using GRNs, requisition and issue vouchers, and stock cards.
• Set minimum and reorder levels, and alert management in good time before stock runs out.
• Carry out monthly stock checks and an annual physical stock-take; reconcile with records and report variances, losses and damages.
• Keep stores secure and orderly, with items properly shelved, labelled and protected.
• Support procurement by keeping supplier lists, quotations, LPOs and delivery records in order.

ICT Support

• Use MS Office, Google workspace, Artificial Intelligence and school management systems to produce documents, spreadsheets and reports.
• Maintain digital library catalogue and databases; back up important files regularly.
• Provide basic ICT support and escalate technical issues to the relevant officer.

General

• Perform any other duty assigned by the Head of Institution or HR Manager.
• Uphold the school’s Code of Conduct, Staff Handbook, grooming and child protection policies.

What You Will Do

• Administration
• Library Management
• Front Office Relief and Admissions
• Customer Care
• Teacher Support and Resource Procurement
• ICT Support

Qualifications

• Diploma in Business Management or related field
• Certificate in Computer Applications or demonstrable ICT competence.
• Minimum 2 years experience in administration, library or front office duties. Preferable from an education institution.
• Certificate of good conduct.