Thursday, 09:58 Ad ID2972644
School Office Administrator
Nairobi CBD Nairobi Details Number of Positions 1 Years Experience 4 years Minimum Qualification Diploma Job Level Mid level Work Type Full time Company Industry Education Employer NexGen Academy Description
NexGen Academy is seeking an experienced School Office Administrator to be part of an innovative integrated school experience.
OUR ORGANIZATION
NexGen is an integrated Pre-school & Primary school which was founded in 2013. We provide the foundation and continuous development of academics and spirituality within a loving, joyful and caring environment. Our mission is the development of the Next Generation to explore their potential in all academic , cultural and sporting events while encouraging them in developing a personal faith in God.
JOB SUMMARY
Responsible for the daily operational at the school (pre-primary or primary) , Handling clients’ requests, enquiries and complaints in regard to our services . Sets instructional objectives, trains and supervises support staff and works to build a rapport with parents and staff.
RESPONSIBILITIES
Customer Service /Communication
Handle new admissions of students as per procedure Welcoming walk-in clients entering the organization in a professional Handle parents’ queries (Concerns , compliments , complains) Receiving Incoming calls , responding promptly to clients enquires via phone and email Resolving service problems by clarifying the clients’ complaint, determining the cause of the problem, coming up with the best solution, expediting correction or adjustment, and following up to ensure resolution Maintaining a positive, empathetic, and professional attitude towards clients at all times. Maintaining solid customer relationships by handling enquiries, questions and concerns with speed and professionalism. Ensuring clients satisfaction and providing professional customer support Keeping records of customer interactions, transactions, comments, compliments and complaints. Act as liaison between the school site and the general public by researching and conveying information concerning rules, regulations, policies, and laws. Address standard inquiries by letter, phone, e-mail, or personal contact. Maintain internal communication system insuring instructional, and support personnel are kept informed of needed information. Interact with and assist students when necessary. Assist students and parents/guardians by explaining and enforcing school site requirements. Communicate as necessary with supervisor. Maintain confidentiality of records.
Operational
Manage day to day operational activities of the school Supervise care of the school for safety and quality of physical condition Manage supplies (cleaning , stationery , food ration) & ensuring meals prepared ,delivered on time. Supervise support staff (cook, cleaners/childminders) & ensures premises clean at all times Maintain good rapport with all stakeholders (parents ,staff, suppliers ,School neighbors & authorities at large) Perform periodic facilities & premises inventory to ensure timely preventive maintenance is done Conducts daily work-plan and daily/weekly briefing with support staff & handles conflict resolution
Record-keeping/Database Management
Responsible for implementing and maintaining all office and school record-keeping systems. keeping paper and electronic records up to date Maintain a comprehensive web-based student database. Develop and tracks records and reports related to incidents, accidents, billing, average daily attendance, and test scores. Use both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information. Complete forms which include purchase orders, online supply orders, , enrollment cards, rosters and other related forms. Create and maintains student files. Maintains records for teacher attendance, and other related records as needed.
Document Preparation
Prepare, create, and compose letters, reports, bulletins, and other documents for the school’s programs. Answers routine correspondence for the school. Prepare documents from rough draft, notes, recordings, or oral instructions. Submit print requests. Prepare reports from confidential records. Operate computer and standard office equipment.
Site / Program Support
Ensure the appropriate calendars of activities are maintained for school including establishment of schedules for open day, meetings with parents and teachers, school visitors and other meetings. Assist in the process of registering new students. Coordinate and schedule transportation for students. Assist manager and other staff in planning and preparing for staff meetings, in-services, conferences, and workshops. Assist in the development of office procedures; Ensure appropriate security and safety methods are employed within the office. Order supplies and equipment for school ensuring adequate levels are maintained. Organize and facilitate a variety of educational or social activities
Financial
Preparation and follow up of Quotations, Proposals, Reports Processing clients’ uniform orders and ensuring timely delivery has been done Handle & Manage petty cash Prepare budgets and record expenses and gives weekly reports to the superior Manages supplier queries / Preparation of payment requests / Payment requests Manage fee collection and follow up outstanding fees in liaison with respective Head teacher Performs other duties as instructed by superior
QUALIFICATIONS
O- Level certificate or equivalent A Diploma / Degree in business management, administration or any related field Computer literate & proficiency with Microsoft Office tools (Excel, Word, PowerPoint , Outlook) At least 4 years’ experience in Office administration work / Customer Service work or Similar school environment. Valid certificate of Good conduct
The Person must possess the following :
Work under minimum supervision Creative and pragmatic in solutions Organized & good planner Good interpersonal and communication skills Can multitask and loves to take up new challenges Able to relate well with pupils, teachers and parents Able to prioritize work Sensitivity and understanding To be flexible and open to change To be thorough and pay attention to detail Excellent spoken and written communication skills Methodical and well-organized Able to work accurately and pay attention to detail Confidence with figures Good ICT skills Fluent in English and Kiswahili Takes personal grooming seriously
HOW TO APPLY
If you are up to the challenge, possess the necessary qualification and experience; please submit your Application letter and CV only quoting the job title on the subject Office Administrator before Tuesday, 22nd June 2021.
Nexgen Academy is an equal opportunity employer
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