Primary School Administrative Assistant

The Administrative Assistant is responsible for providing full administrative and organizational support to the Lower School Principal, and general support to Lower School employees.

Summary of duties:

• Schedule appointments and produce itineraries and reports for the LS Principal to optimize use of their time.
• Oversee and monitor the LS budget and provide support to team leaders to manage departmental budgets.
• Lead, support and monitor purchasing for LS teachers and departments.
• Prepare and facilitate plans and preparations for student placement.
• Coordinate the scheduling of parent-teacher conferences and student-led conferences.
• Liaise with the technology department to open and close the report card writing window.
• Serve as the lead coordinator of documentation for student leavers, reports, transcripts and recommendation forms and certificates.
• Support the assistant principal in getting and orientating room parents and provide ongoing support.
• Liaising with the catering and facilities departments for all lower school meetings and events.
• Coordinate invitations with necessary HR messaging to candidates during the recruitment process, and assist with safer recruitment where required.
• Support the principal in previewing upcoming events and important dates in the school calendar.
• Assist the LS Principal in the evaluation process by scheduling PGC meetings & class visits, making sure the yearly calendar of evaluations is met.
• Establish & document new routines and procedures within prescribed limits, and develop recommendations regarding other changes as necessary.
• Build and maintain effective relationships with key suppliers to manage effective cost-efficient purchasing of LS materials.
• Administer an effective purchase ordering process to ensure that all items required for the running of the Lower School (furniture, books, classroom supplies, etc.) are ordered, received and invoices approved.
• Coordinate the purchase and giving of gifts for staff leavers, room parents, grade reps, volunteers, non-classroom LS staff.
• Liaise with external venues for lower school events/retreats.
• Proof-read LS yearbook, Take Note and other communications as required.
• Liaise with the technology department to update teacher/assistant teacher class permissions in Axiom.
• Maintain an accurate and up-to-date archive of student files to ensure that the appropriate information is available whenever it is required; prepare packages of student transcripts and reports for applications to other schools.
• Liaise with other school departments to ensure that all non-academic support for students is coordinated to run smoothly.
• Where required, supervise/monitor students during recess, lunch or after school hours to ensure their safety and well-being.
• Participate actively in the life of the School, through attendance at events, committee membership and/or leadership of co-curricular activities.
• Any other duties as are within the scope, spirit and purpose of the job as requested by the supervisors.

Selection criteria

Essential qualifications/experience:

• Recent and extensive experience in a general administrative or managerial role.
• Proficiency with a number of computer applications (Google suite, MS Office, etc.), including high level of competence with spreadsheets, strong proofreading, spelling and editing skills.
• Tact, diplomacy and a friendly manner with the ability to interact with a diverse student, parent, faculty and staff body with ease.
• Demonstrably strong organizational abilities, along with excellent oral and written communication skills, and the ability to meet deadlines.
• Outstanding collaborative skills and a desire to work in a team-focused environment.
• A proven commitment to the safeguarding and welfare of children.

Desirable qualifications/experience:

• Experience in an administrative role in a school.
• Experience working in a school or other educational setting.