Administrative Secretary Job in Kenya

School Administrative Secretary

Duma Works is recruiting a School

Administrative Secretary for our client; a reputable International school

with the state of the art facilities for learners and best practices in the

education sector.

Responsibilities

Record-keeping/Database Management

·        
Responsible for implementing and

maintaining all office and school record-keeping systems.

·        
Maintain a comprehensive web-based

student database.

·        
Develop and tracks records and

reports related to incidents, accidents, billing, average daily attendance, and

test scores.

·        
Use both computer and manual filing

systems which allow for efficient collection, retention, and retrieval of

information.

·        
Complete forms which include purchase

orders, online supply orders, conference/travel claims, mileage claims,

timesheets, evaluation forms, enrollment cards, rosters and other related

forms.

·        
Create and maintains student files.

·        
Maintains records for teacher and

school budgets, student body funds, attendance, and other related records as

needed.

·        
Prepare, create, and compose letters,

reports, bulletins, and other documents for the school or instructional

programs.

·        
Answers routine correspondence for

the school manager.

·        
Prepare documents from rough draft,

notes, recordings, or oral instructions.

·        
Submit print requests.

·        
Prepare reports from confidential

records.

·        
Operate computer and standard office

equipment.

Communication/Customer Service

·        
Act as liaison between the school

site and the general public by researching and conveying information concerning

rules, regulations, policies, and laws.

·        
Addresse standard inquiries by

letter, phone, e-mail, fax or personal contact.

·        
Maintain internal communication

system insuring instructional, probation, and support personnel are kept

informed of needed information.

·        
Interact with and assist students when

necessary.

·        
Draft and interpret regulations and

deal with queries and complaints procedures.

·        
Assist students and parents/guardians

by explaining and enforcing school site requirements.

·        
Communicate as necessary with

supervisor.

·        
Maintain confidentiality of records.

·        
Ensure that appropriate calendars of

activities are maintained for the school including establishment of schedules

for
parent conferences, Individualized Education Program (IEP) meetings, school

visitors, and other meetings.

·        
Assist in the process of registering

new students.

·        
Coordinate and schedule

transportation for students and staff.

·        
Assist manager and other staff

in planning and preparing for staff meetings, inservices, conferences, and

workshops.

·        
Assist in the development of office

procedures;

·        
Ensure appropriate security and

safety methods are employed within the office.

·        
Order supplies and equipment for

school ensuring adequate levels are maintained.

·        
Organise and facilitate a variety of

educational or social activities.

Qualifications

·        
A degree or higher in Business

Administration or related field.

·        
5+ years’ experience in an

administrative role.

·        
Any combination of training and/or

experience which demonstrates ability to perform the duties as described.

·        
Experience working at a school site

is desirable.

·        
Standard administrative procedures

and office operations, English grammar, punctuation, and spelling.

·        
Business formatting of documents.

·        
Basic research techniques.

·        
Standard software applications.

·        
Budget and accounting principles.

·        
Standard types of office filing

systems.

·        
Proper telephone etiquette.

·        
Operate standard office equipment.

·        
Accurately prepare, create, edit, and

design memos, reports, letters, and other documents.

·        
Maintain complex databases and

management information systems.

·        
Learn new software applications.

·        
Communicate effectively in oral and

written form.

·        
Proofread material and make necessary

corrections.

·        
Utilize time management techniques to

organize and prioritize work.

·        
Read, interpret, and apply rules,

laws, and procedures.

·        
Follow instructions.

·        
Work independently.

·        
Maintain confidentiality of student

and program information.

·        
Work cooperatively and effectively

with students, parents/guardians, colleagues and the general public.

·        
Strong interpersonal skills to help

you relate to students, academic staff, teachers, senior managers and

colleagues in other areas of education administration.

·        
Excellent written communication

skills.

·        
Team working skills and the ability

to work alone without supervision.

·        
The ability to deal positively with

change.

·        
Experience in organising,

prioritising and managing your time effectively.

·        
IT skills in areas such as word

processing, spreadsheets, databases and the internet as well as the use of

social media.

·        
A flexible approach to work.

Send your Cover Letter and detailed

CV to apply@jobs.dumaworks.com marking the

subject as “3183”, Your Full name & Phone number e.g. 3183 Barack Obama,

+2547xxxxxxxx. If you don’t follow these instructions, your application will

not go through.

Deadline for receiving applications:

Thursday, 11 January 2018

* You will receive a confirmation

email and an alert to take a basic screening test over SMS or online. The email

with the test may not arrive immediately. Please be patient. The email/SMS test

will typically be 5-8 questions to help us understand your background. Regular

SMS rates apply to the test.

If you apply and don’t meet these

minimum qualifications, we will not be able to move forward with you

application.