Admin Officer at Discovering Talents Academy

Location: Gwarinpa, Abuja (FCT) 
Job Summary

• The Admin Officer at Discovering Talents Academy (DTA) is a pivotal role responsible for overseeing and managing the daily administrative and operational functions of the school.
• This position ensures the efficient and smooth running of the academy, providing comprehensive support to the Head of School, staff, and students.
• The Admin Officer plays a crucial part in upholding DTA's mission to "create an atmosphere of fun where kids can enjoy being kids" and its vision to "discover and bring out the uniqueness in every child" by maintaining organized processes, facilitating effective communication, and ensuring compliance with school policies.

Key Responsibilities
Office Management & Operations:

• Oversee the general day-to-day administrative operations of the school office.
• Manage office supplies, equipment, and inventory, ensuring adequate stock levels and proper maintenance.
• Maintain organized filing systems (both physical and digital) for all school records, documents, and correspondence.
• Ensure the school environment is conducive, tidy, and well-maintained in collaboration with support staff.
• Oversee and coordinate the activities of maintenance officers, security personnel, support staff, and drivers, ensuring their adherence to respective SOPs and overall operational efficiency.

Human Resources Support:

• Assist with staff onboarding processes, including documentation and orientation.
• Manage staff attendance records, leave requests, and personnel files.
• Coordinate and support the staff performance appraisal process, utilizing the DTA software's "Breakdown" and "History" features to identify training needs and track development.
• Liaise with the Head of School and department heads on HR-related matters.

Communication & Coordination:

• Manage internal and external communications, including drafting official letters, memos, and announcements as directed.
• Coordinate meetings, prepare agendas, and record minutes for various school committees and management discussions.
• Facilitate effective communication channels between school management, staff, parents, and external stakeholders.
• Oversee the dissemination of school broadcasts and information, ensuring timely and accurate delivery.

Financial Administration Support:

• Assist the accounting department with basic financial administration tasks, such as petty cash management, expense tracking, and invoice processing.
• Liaise with parents regarding fee payments, outstanding balances, and financial inquiries, ensuring adherence to the school's payment policies.
• Support the Head of School in budget monitoring and financial reporting as required.

Policy Adherence & Compliance:

• Ensure strict adherence to all DTA policies and procedures across all departments, including academic, administrative, and welfare guidelines.
• Monitor compliance with regulatory requirements and assist in preparing necessary documentation for inspections or audits.
• Oversee the proper implementation of SOPs, including those for Security, Drivers, Caregivers, and Bus Attendants.

Facility & Logistics Support:

• Coordinate with maintenance staff for timely repairs and upkeep of school facilities.
• Assist in managing school transportation logistics, including bus routes, schedules, and driver/attendant supervision, ensuring compliance with relevant SOPs.
• Oversee the proper management of school property and assets.

Technology & Data Management:

• Oversee the effective utilization of the DTA software for student admissions, academic records, staff appraisals, communication, and complaint management.
• Ensure data accuracy and integrity within the school's digital systems.
• Generate reports from the DTA software as requested by management.

Qualifications

• Education: Bachelor's Degree in Business Administration, Public Administration, Office Management, or a related field.
• Experience: Minimum of [e.g., 3-5] years of proven experience in an administrative or office management role, preferably within an educational institution.
• Technological Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong experience with or ability to quickly master school management software (e.g., DTA software) and communication tools like Google Calendar.
• Communication: Exceptional verbal and written communication skills, with a professional and articulate demeanor.
• Interpersonal Skills: Excellent interpersonal skills, with the ability to build rapport and interact effectively with diverse individuals (management, staff, parents, students, vendors).
• Organizational & Analytical Skills: Superior organizational, planning, and time management skills. Strong attention to detail and ability to analyze data and solve problems efficiently.

Key Competencies:

• Administrative Excellence & Efficiency
• Organizational & Planning Skills
• Communication & Interpersonal Skills
• Problem-Solving & Decision-Making
• HR & Staff Support
• Technological Acumen
• Confidentiality & Integrity
• Proactiveness & Initiative
• Commitment to DTA's Vision and Mission.