Assistant Administrator

Job Title: Assistant Administrator

Responsible To: School Administrator

Responsible for:

Supporting the management of school operations including procurement, tuckshop, maintenance, kitchen, cleaning, transport, and grounds.

Overall purpose of the job:

To provide operational and administrative support to the School Administrator in managing the day-to-day functions of the school. The role ensures smooth coordination across key support departments, contributing to a safe, effective, and well-maintained school environment.

Key Responsibilities:

Operations Support

• Assist with monitoring school procurement processes to ensure timely delivery and quality assurance of goods and services.
• Support the daily running of the school tuckshop, including stock-taking, ordering supplies, and record-keeping.
• Help coordinate routine and emergency maintenance requests and liaise with contractors and technicians.
• Monitor kitchen inventory, hygiene practices, and assist with catering logistics.
• Oversee cleaning schedules and ensure high cleanliness standards across school facilities.
• Aid in transport coordination including vehicle bookings and usage logs for school trips.
• Participate in the upkeep and aesthetic maintenance of the school grounds.

Administrative Duties

• Provide clerical support including filing, preparing reports, processing invoices, and maintaining accurate records.
• Serve as the first point of contact for operational queries from staff and external service providers.
• Assist in updating operational manuals, checklists, and procedures under the direction of the School Administrator.
• Support the implementation of safeguarding and health & safety practices across support departments.

Communication and Coordination

• Liaise with suppliers, service providers, and contractors on behalf of the School Administrator.
• Facilitate internal communication between departments for efficient task completion and issue resolution.
• Draft and send internal memos, notices, and meeting minutes as required.

Other Duties

• Attend relevant training sessions and workshops to support professional development.
• Support in other school-related tasks and projects as assigned by the School Administrator or Headteacher

Person Specification

Essential Qualifications and Skills

• Diploma in Business Administration, Management, or a related field (degree is an advantage).
• Minimum 5 years’ experience in a similar administrative support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational, multitasking, and time management skills.
• Excellent communication and interpersonal abilities.
• High levels of discretion, integrity, and confidentiality.

Desirable Qualifications & Skills

• Experience working in an educational institution.
• Knowledge of procurement or facilities management systems.
• Familiarity with Chichewa and local procurement processes.

Additional Requirements

• A clean police clearance certificate.
• Commitment to child safeguarding and promoting student welfare.
• Flexibility to work extra hours or weekends when required.