School Administrator

A Reputable School

Job Summary

The Administrative Manager is to provide support for the effective running of the school and is the point of contact for parents and visitors. This role works closely with the Head of School and Proprietor and will be responsible for managing school operations. This seeks to relieve the Head of School and instructional staff of non-instructional obligations so that they can focus almost exclusively on student achievement. This role involves and is not limited to human resource management, marketing, finance, and facilities management. Professional Responsibilities The post holder will be required to exercise her/his professional skills and judgment to carry out, in a collaborative manner.

  • Minimum Qualification: Degree
  • Experience Level: Management level
  • Experience Length: 4 years

Job Description

Job Title: School Administrator


Job Location: Tema, Greater Accra


Job Description

 The post holder will be required to exercise her/his professional skills and judgment to carry out, in a collaborative manner, the professional duties set out below:

 Administration

  • Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, staff, students and parents of the school.
  • Register new students, secure appropriate student records, maintain confidential student records and transfer records for students moving to other schools.
  • Handle correspondence between parents and the school through various channels including email, newsletters and memos.
  • Maintain attendance data for each staff member, recording attendance, absences, substitutes and other required information.
  • Maintain a current school calendar of events and use of facilities.
  • Maintain efficient and well-organized electronic and paper data collection and filing systems, including student files.
  • Order and maintain office supplies.
  • Maintain inventories of books, materials, kitchen inventory and equipment of the school.
  • Create and maintain a clean, attractive, orderly, safe and efficient office environment.
  • Recommend to the Head of School improvements needed in office procedures or operations.
  • Protect confidentiality of records and information about students and staff, and use discretion when sharing information within legal confines.
  • Manage all kitchen and cleaning staff to ensure operational efficiency.
  • Lead procurement of school equipment and supplies,
  • Oversee the purchase of kitchen food and stock in collaboration with the Head Chef
  • Manage school vendor relations, including relations with textbook suppliers, uniform suppliers, etc. 
  • Hold regular team meetings with the Head of School and the Proprietors to address any issues arising and to bring these to an acceptable conclusion wherever possible.
  • Research and gather information for the Head of School as required, using all systems available
  • Co-ordinate the School Management Team

 HR and Safeguarding 

  • Recruit for open positions and perform the full life cycle of recruiting activities including sourcing and screening applicants, drafting offer letters, providing follow-through with candidates and etc.
  • Communicate school policies and procedures. Promote understanding within the school and across the school operations.
  • Ensure that key benefits and payroll information is appropriately disseminated to staff.
  • Lead employee recreation and recognition programs
  • Maintain employee records
  • Responsible for new hire, termination, and change of status forms with payroll.
  • Serve as employee liaison to assist in problem resolution with issues related to benefit deductions and pay.
  • Ensure compliance with applicable employment laws and regulations
  • Ensure that HR transactions are processed in a timely and accurate manner with attention to data integrity.
  • Administer HR related documentation, such as appointment letters and contracts of employment, appraisal, grievance and disciplinary procedures etc 

Event Planning and Facilities Management

  • Schedule and organize school wide activities/events and celebrations
  • Safeguarding – oversee entry/exit procedures to/from the school for all staff, pupils, parents, carers and visitors.
  • Assist the school staff in the organization of events such as camps, sports days, parents’ evenings, productions etc. and to organize associated administration.
  • Oversee the maintenance of the school premises and facilities

Finance

  • Reconcile the school fund and monies banked.
  • Administer petty cash according to established procedures; reconcile monthly.
  • Place orders and invoicing on the school’s finance system.
  • Set up new employees on the school’s payroll system.
  • Work with the Accountant and Proprietors on any Finance issues, as required
  • Keep track of monies owed to vendors and ensure payment in a timely manner.
  • Lead negotiations with vendors to ensure best price and value for money
  • Resources
  • Safeguard and maintain stationery stock levels for the office, classrooms and for some other areas of the school such as the computer lab.
  • Oversee monthly inventory checks for classroom and kitchen items • Reconcile purchase orders for kitchen food stock and school supplies against items delivered at the school

    

 Qualification and Requirements

  • Degree in Business Administration
  • 3 to 4 years work experience

    Salary: 2500

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