ADMINISTRATIVE ASSISTANT AT GREENLAND HALL

About Company:

Greenland Hall has committed to delivering outstanding education in an exceptional environment, where every pupil has the opportunity to achieve the highest level of academic and community success. 

Job Description:

Front Desk and Reception

• Serve as the first point of contact for parents, students, visitors, and vendors entering Greenland Hall.
• Manage incoming calls, emails, and general enquiries, ensuring they are professionally attended to and redirected appropriately.
• Enforce visitor protocols, maintain sign-in logs, and ensure adherence to the school’s security procedures.

Student Administration

• Maintain accurate student records and support the full admissions cycle, including enrolment, withdrawals, and transfers.
• Handle daily attendance tracking, follow-up on absences, and prepare attendance reports for school leadership.
• Assist in preparing student documents such as ID cards, certificates, and official letters.

Administrative and Staff Support

• Coordinate schedules, appointments, and meetings for the Head of School, Administrators, and other leadership staff.
• Prepare meeting agendas, take minutes, and monitor progress on assigned action points.
• Provide administrative support to academic departments, including photocopying, scanning, printing, and document preparation.
• Monitor and replenish office stationery and supplies.

Communication and Correspondence

• Draft, edit, and distribute official letters, memos, notices, and internal announcements on behalf of Greenland Hall management.
• Assist in managing school communication channels such as email broadcasts, WhatsApp groups, and notice boards.
• Maintain accurate communication logs and ensure timely circulation of important information.

Record Keeping and Documentation

• Organise, update, and manage both digital and physical records for students, staff, and administrative files.
• Ensure confidentiality and compliance with school policies regarding sensitive information.
• Maintain administrative registers, forms, checklists, and operational logs.

Financial and Logistical Support

• Provide support to the Accounts Office with fee-related inquiries where required.
• Receive deliveries, log received items, verify quantities, and hand over to the appropriate departments.
• Track job orders, maintenance requests, and follow up with the Facilities and Technical teams.

Event and Activity Coordination

• Support the organisation of school events such as PTA meetings, assemblies, Open Days, and staff activities.
• Prepare logistics, materials, attendance sheets, and documents required for each event.
• Assist in coordinating internal meetings, staff training, and workshops.

Compliance and Safety

• Ensure all visitors follow Greenland Hall’s safety and security procedures.
• Assist with emergency drills, documentation of incidents, and compliance checks.
• Support the enforcement of safeguarding and operational procedures in line with school policy.

Office Management

• Maintain a clean, organised, and professional administrative office environment.
• Ensure proper functioning of office equipment (printers, copiers, scanners) and report faults promptly.
• Support the implementation of efficient filing, workflow, and administrative systems.

Other Duties

• Carry out any additional tasks assigned by the School Administrator, Head of School, or school management.
• Provide flexible support during peak periods such as admission season, examinations, and major school events.

Requirements:

Educational Requirements

• Minimum of OND/HND/Bachelor’s Degree in Business Administration, Office Management, Education, or a related field.
• Additional certifications in administrative management or ICT are an added advantage.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Strong typing, document formatting, and data entry skills.
• Ability to manage digital filing systems and school management software (experience with SMS platforms or ERP systems is an advantage).

Qualifications and Skills:

• Excellent communication and interpersonal skills.
• Strong organisational and multitasking abilities.
• High level of discretion and ability to handle confidential information.
• Strong time management and ability to work under pressure.
• Attention to detail and accuracy in documentation.
• Customer service–oriented attitude, especially when interacting with parents and visitors.

Salary

Application Closing Date: Not specified

Application Instructions:

Interested and qualified candidates should forward their CV to: careers@greenlandhall.org using the position as subject of email.