Job Summary

To promote the highest standards of business ethos within the administrative function of the school, and strategically ensure the most effective use of resources in support of the schools learning objectives.

  • Minimum Qualification: Diploma
  • Experience Level: Mid level
  • Experience Length: 5 years

Job Description

Department: Business Management
Reports to: Head, Business Management with dotted reporting lines to the Academic Manager
Liaises with: All Internal Montessori House staff and departments, Teachers, peer administrators, Parents, and Students 

Job scope and context    
  • To manage the school administration office and provide coordinative services across board. 

Min Educational Requirements and work experience    
  • Diploma in Business Administration or equivalent. Degree in business management is added advantage. 
  • At least (5) years’ working experience in similar role or equivalent ; Valid Certificate of Good Conduct
Skills and knowledge needed    
  • Early childcare experience, bookkeeping and finance experience; administrative experience;
General behaviors        
  • Analytical, organized, systematic & methodical, effective communicator, good interpersonal and influencing skills, drives change, self motivated, reliable.  

RESPONSIBILITIES
Administrative  
  1. Set-up and maintain efficient office systems and routines including manuals, data entry routines, filing and retrieval systems e.t.c
  2. Manage school correspondence with stakeholders
  3. Effectively manage, and coordinate senior management and director’s diaries for stakeholder meetings 
  4. Administer staff (teaching and non-teaching) coverage / absence / e.t.c
  5. administer school’s admissions procedures; by giving advice to parents on admission criteria, collate applications for admission, and monitor criteria being consistently complied to. 
  6. Administer student exit / transfer procedures
  7. Maintain up-to date student records including emergency contacts, medical forms, and all other relevant documentation 
  8. Liaison on parent communication
  9. Maintain student and staff databases on appropriate backed-up technology; ensuring up-to-date data is maintained 
  10. Manage school enquiries 
  11. Provide support to learning activities e.g. logistics planning for field trips e.t.c. 
  12. Coordinate school transport and school events 
  13. Maintain annual licenses, review and negotiate where appropriate. 
Finance and procurement 
  1. Order stationary and other supplies, while managing stocks inventory 
  2. Manage the compilation and maintenance of the school equipment inventory 
  3. Prepare financial data, statistics and income / banking records, petty cash reconciliations e.t.c. for reporting 
  4. Manage allocated budgets, and ensure financial systems are complied to
  5. Manage all payables and receivables
  6. Prepare and schedule invoices to all parents and processing of payments 
  7. Undertake any relevant banking responsibilities as applicable. 
Leadership & management 
  1. Provide leadership in brand ambassadorship for the Montessori House brand 
  2. Provide leadership on design, development and implementation of the school annual calendar 
Human Resources Management 
  1. Manage recruitment and placement of support staff
  2. Manage and set objectives and carry out appraisals for support staff
  3. Liaison with finance for payroll monthly inputs
  4. Liaison with school management on the delivery of training and development for staff
Health and safety
  1. Champion, Refresh, monitor, implement the overall school health and safety program and agenda  
Other General Responsibilities 
  1. Liaison with external agencies for school alignment e.g. county government, school associations, parent’s associations e.t.c.
  2. Drive customer service standard in all parent interactions 
  3. Co-ordinate weekly/monthly/quarterly routine meetings as applicable, and in liaison with the head teacher / director

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