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School Admin Officer

Published on 04.06.2021

Company

Website : https://www.africanscienceacademy.org
Industries :
Education, training
Job ads : See our Job Ads
About African Science Academy The African Science Academy (ASA) is a private, not-for-profit school, founded in 2016 by UK based charity, the... read more

Job Ad & Profile Description

Position : School Admin Officer

Job Purpose: 

Every institution needs an efficient admin officer who can ensure that everything behind the scenes at the school is running smoothly.

OUTLINE OF POST:

Most of the Admin Officers duties revolve around managing and distributing information within the school. Which includes answering phones, taking memos, and maintaining files. 

The Administrative officer is also in charge of sending and receiving correspondence, purchasing, and managing school equipment, as well as greeting supporters and visitors.

The position also involves paying bills, keeping financial records, and collecting invoices and receipts. In addition, the admin officer works with the Admin Manager on Admissions, which involves advertising for students and structuring the selection process. 

Finally, the role includes public relation tasks, and involves all social media sites, the website and corresponding with local and international media organisations to raise the profile of ASA.

The role of Admin Officer involves a great deal of multitasking, assisting in daily office needs and managing our school’s general administrative activities. You will work with teams, oversee the operations within the school, coordinate with management and engage in planning according to the needs of ASA. If there are office resources or administrative issues, you will be the person expected to deal with them.

The admin officer is needed to support the School Administration and Communications Manager and they are incredibly important to the running and success of the school. Organisational abilities, time management and good communication is incredibly important to the success of the role.

This job description provides a guide to, and general description of the duties and responsibilities. It is not intended to be wholly definitive; therefore, the incumbent shall not be constrained from providing such support as may be properly attributed by the school over time to the role. In this respect, the Admin Officer will be expected to undertake any other related tasks as may reasonably be requested by the School Administration and Communications Manager or Headteacher.  

Required profile for job ad : School Admin Officer

Main Duties and Responsibilities:

Whilst it is impossible to detail every job involved in working at the African Science Academy, below is a representation of what is involved:

General Office Duties:

  • Management and purchasing of all school equipment.
  • Maintaining a clean and enjoyable working environment.
  • Managing clerical or other administrative staff.
  • Organizing, arranging, and coordinating meetings.
  • Managing the office phone;
  • Coordinating the kitchen, security and cleaner together with the Admin Manager;
  • Booking rooms and conference facilities for special events;
  • Paying bills and keeping track of bills that need to be paid;
  • Helping to prepare budgets for equipment needed, requesting quotes and collection of invoices and receipts.
  • Liaising with staff, students, parents and with external contacts;
  • Ordering and maintaining stationery and equipment;
  • Sorting and distributing incoming post and organising and sending outgoing post;
  • Arranging travel and accommodation for staff or supporters and other external contacts;
  • Liaising with colleagues and external contacts to book travel and accommodation.
  • Photocopying and printing various documents, sometimes on behalf of other colleagues;
  • Arranging in-house and external events.

Maintenance:

  • Liaise with the Admin manager regarding the recruitment and supervision of domestic/ maintenance staff;
  • Liaise with the hostel guardian over monitoring the performance of maintenance staff – including timekeeping;
  • Brief the cleaning staff on a regular basis about any issues or special requests;
  • Liaise with the Admin Manager over issues pertaining to the fabric and fittings of the House – specifically repairs and renewal of furniture;
  • Liaise with the hostel guardian over briefing and supervision of the maintenance workers regarding repairs and to check that reported jobs have been completed;
  • Advise the Admin manager of any repairs required and communicate with maintenance staff to get the relevant quotes for the jobs.

Record keeping:

  • Maintaining administration files detailing procedures and routines.
  • Attending Staff meetings and writing the minutes.
  • Handling external or internal communication or management systems.
  • Taking detailed Minutes of all meetings – to be shared with all staff and uploaded onto the shared area for record keeping.
  • Managing of contact list and database.
  • Letter writing.
  • Dealing with telephone and email enquiries.
  • Creating and maintaining filing systems.
  • Keeping diaries and arranging appointments.
  • Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets, and databases.
  • Devising and maintaining office systems.
  • Organizing and storing paperwork, documents and computer-based information.

Admissions

Work with the School Admin and Communications Manager in:

  • Organizing an annual recruitment timeline.
  • Recruiting volunteers to aid in spreading the word about ASA and recruiting students.
  • Organizing volunteer training for those willing to represent ASA.
  • Making sure brochures and forms are distributed to relevant schools and organisations across Africa.
  • Managing volunteers and make sure completed application forms are returned to ASA within the given deadline.
  • Making sure all applications are reviewed and recorded and selection criteria for selecting students for entrance exams is in place.
  • Supporting with other tasks and activities during the admission process

PR & Media

  • Work with the School Admin and Communications Manager to regularly update social media pages, website and blog.
  • Actively promote the work of ASA and look for media opportunities.
  • Attend relevant events and look for speaking opportunities for students and staff.

Involvement in School Community:

  • Foster, by example, a spirit of academic enquiry in the school and behave as a good role model to the students of ASA;
  • Provide inspiration and motivation to the school community;
  • Act as a Tutor when required.
  • Help colleagues and seek advice in cases of disciplinary problems.
  • Help with contributions to parent-teacher meetings, Open Days, entertainment etc.
  • Support all activities within the school, including extra-curricular activities.
  • Support all school events.
  • Share in evening and weekend duties; and
  • Maintain good discipline within the school and its facilities by carrying out the School Policy on: punctuality, respect for others, manners, appearance etc.

The Admin Officer is also responsible for supporting their organisation in a variety of ways including bookkeeping, communications, scheduling, data entry, secretarial services and much more. Much of the work involves oral and written communication, word processing and dealing with email and telephone enquiries. 

The Admin Officer is expected to always represent the school to the best of their ability and uphold school policies.

This job description will be reviewed annually and may be subject to amendment or  modification at any time after consultation with the post holder. It is not a comprehensive  statement of procedures and tasks but sets out the main expectations of the school in  relation to the post holder’s professional responsibilities and duties.  

Job criteria for job ad : School Admin Officer
Job category :
Marketing, communication
Secretarial work, assistantship
Industries :
Education, training
Employment type :
Fixed-term contract
Region :
Greater Accra
City : Tema
Experience level :
Less than 2 years
Educational level :
Bachelor
Spoken language :
englishfluent
Number of Position(s) : 1

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