Administrative Assistant at Greenland Hall

Position Overview

The Administrative Assistant at Greenland Hall plays a vital role in supporting the school’s daily operations by managing front-desk activities, maintaining accurate student and staff records, facilitating communication, and ensuring smooth administrative workflow across all departments. The role requires professionalism, discretion, strong organisational capacity, and the ability to work efficiently in a fast-paced academic environment.

Key Responsibilities

Front Desk and Reception

• Serve as the first point of contact for parents, students, visitors, and vendors entering Greenland Hall.
• Manage incoming calls, emails, and general enquiries, ensuring they are professionally attended to and redirected appropriately.
• Enforce visitor protocols, maintain sign-in logs, and ensure adherence to the school’s security procedures.

Student Administration

• Maintain accurate student records and support the full admissions cycle, including enrolment, withdrawals, and transfers.
• Handle daily attendance tracking, follow-up on absences, and prepare attendance reports for school leadership.
• Assist in preparing student documents such as ID cards, certificates, and official letters.

Administrative and Staff Support

• Coordinate schedules, appointments, and meetings for the Head of School, Administrators, and other leadership staff.
• Prepare meeting agendas, take minutes, and monitor progress on assigned action points.
• Provide administrative support to academic departments, including photocopying, scanning, printing, and document preparation.
• Monitor and replenish office stationery and supplies.

Communication and Correspondence

• Draft, edit, and distribute official letters, memos, notices, and internal announcements on behalf of Greenland Hall management.
• Assist in managing school communication channels such as email broadcasts, WhatsApp groups, and notice boards.
• Maintain accurate communication logs and ensure timely circulation of important information.

Record Keeping and Documentation

• Organise, update, and manage both digital and physical records for students, staff, and administrative files.
• Ensure confidentiality and compliance with school policies regarding sensitive information.
• Maintain administrative registers, forms, checklists, and operational logs.

Financial and Logistical Support

• Provide support to the Accounts Office with fee-related inquiries where required.
• Receive deliveries, log received items, verify quantities, and hand over to the appropriate departments.
• Track job orders, maintenance requests, and follow up with the Facilities and Technical teams.

Event and Activity Coordination

• Support the organisation of school events such as PTA meetings, assemblies, Open Days, and staff activities.
• Prepare logistics, materials, attendance sheets, and documents required for each event.
• Assist in coordinating internal meetings, staff training, and workshops.

Compliance and Safety

• Ensure all visitors follow Greenland Hall’s safety and security procedures.
• Assist with emergency drills, documentation of incidents, and compliance checks.
• Support the enforcement of safeguarding and operational procedures in line with school policy.

Office Management

• Maintain a clean, organised, and professional administrative office environment.
• Ensure proper functioning of office equipment (printers, copiers, scanners) and report faults promptly.
• Support the implementation of efficient filing, workflow, and administrative systems.

Other Duties

• Carry out any additional tasks assigned by the School Administrator, Head of School, or school management.
• Provide flexible support during peak periods such as admission season, examinations, and major school events.

Required Skills and Qualifications

Educational Requirements

• Minimum of OND/HND/Bachelor’s Degree in Business Administration, Office Management, Education, or a related field.
• Additional certifications in administrative management or ICT are an added advantage.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Strong typing, document formatting, and data entry skills.
• Ability to manage digital filing systems and school management software (experience with SMS platforms or ERP systems is an advantage).

Professional Skills

• Excellent communication and interpersonal skills.
• Strong organisational and multitasking abilities.
• High level of discretion and ability to handle confidential information.
• Strong time management and ability to work under pressure.
• Attention to detail and accuracy in documentation.
• Customer service–oriented attitude, especially when interacting with parents and visitors.

Personal Attributes

• Professional appearance and behaviour.
• Positive attitude, reliability, and a strong sense of responsibility.
• Ability to work both independently and as part of a team.
• Flexibility and willingness to take on new tasks as required by the school.