Job Description

The Administrative Assistant is responsible to manage the office of the Head of Section, and to provide secretarial support to the Deputies needs in their section.
KEY RESULTS AREAS/ RESPONSIBILITIES
? Main role is to support the academic team in the Primary school
o To attend to all visitors to the Primary Office
? students who are late - changes put into iSAMS
? Students who are leaving early - permission slips issued
? Parents with enquiries - direct to relevant members of staff
? Arrange appointments for parents with teachers
o To answer telephone calls to the office in an appropriate manner and to pass calls to the relevant members of staff.
o To respond to public / internal inquires and complaints in a courteous manner and to help resolve complaints in an efficient and timely manner by referring
to the appropriate person.
o To be responsible for recording all incoming mail and distributing them to relevant people
o To ensure that daily incoming and outgoing memos, internal/external correspondence and documents to/from Head of Section are properly managed distributed, documented and filed, where applicable
o To maintain a schedule of daily appointment or meetings for Head of Section/Assistant Heads
o To assist the Head of Section and Assistant Heads in typing and compilation of reports, letters and other documents as requested
o To coordinate the dissemination of information to parents, staff and students.
o To ensure and maintain high confidentiality of the office documents
o Use Google Drive to prepare, edit and share / print documents
o Section office area
? to manage the use of the section's meeting room and book other
spaces for primary events.
? Stationery
o To handle distribution of stationery to all members of the section.
o To manage and maintain a proper stationery stock inventory control - in conjunction with the admin assistant for the other sections
? iSAMS - This is the school data management system
o To assist staff with iSAMS to access student details, generate management, statistics and attendance reports
o To assist the production of leaving reports for students
o To assist the production of Academic reports at the end of each term
o To manage the addition of late students to the attendance module.
To complete any other duties necessary to aid the smooth running of the Primary Office.
JOB SPECIFICATIONS
MINIMUM ACADEMIC/PROFESSIONAL QUALIFICATION
? SPM leavers / Possess a Private Secretary's Certificate / Diploma in Secretarial Science or similar relevant qualifications.
RELATED EXPERIENCE
? Minimum 2 years relevant working experience as a Secretary or Personal Assistant to senior management positions, preferably in the education industry.
COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)
? Excellent planning and organising skills
? Able to multitask and work under pressure
? Excellent command of spoken and written English
? Computer literate in MS Office and Google Docs
COMPETENCIES (BEHAVIOURAL)
? People oriented with warm and cheerful personality
? Positive attitude, hardworking, trustworthy, mature and able to maintain confidentiality at all times
? A good team player

Skills Required