Administrative / Clerical Staff at Sage Schools

Job Summary

• The Administrative/Clerical Staff provides general clerical and administrative support to the school’s Administration Department.
• The role involves typing and preparing correspondence, filing and maintaining records, photocopying, scanning, document handling, data entry, and other routine administrative duties.
• The staff member may also be required to drive the school vehicle for official errands and assignments.
• The successful candidate should be organised, reliable, computer literate, courteous, attentive to detail and able to work effectively in a busy school environment.

Key Job Responsibilities
Clerical and Administrative Duties:

• Type letters, memos, reports, notices and other official school documents.
• Prepare, photocopy, scan, print and distribute documents as required.
• Assist with data entry and updating administrative records.
• Receive, sort and distribute incoming correspondence and documents.
• Assist in preparing documents for meetings, school activities and official assignments.
• Maintain proper records of administrative documents.
• Assist with general office duties and other tasks assigned by the Head of Administration.

Filing and Records Management:

• File documents accurately and systematically, both physically and electronically.
• Maintain and retrieve staff, student and administrative records as authorised.
• Ensure files and documents are properly labelled and securely stored.
• Assist in keeping the school’s filing and documentation system organised and up to date.
• Maintain confidentiality of school, staff, student and management information.

Office Equipment:

• Operate photocopiers, printers, scanners and other office equipment effectively.
• Ensure documents are properly printed, copied and scanned.
• Report equipment faults or maintenance requirements promptly.
• Assist in monitoring basic office stationery and printing supplies.

Communication and Customer Service:

• Receive visitors, parents, staff and official guests courteously when required.
• Answer or direct telephone calls and enquiries appropriately.
• Assist with communication and distribution of official correspondence.
• Maintain a professional and helpful attitude when dealing with parents, staff and visitors.

Driving and Official Errands:

• Drive the school vehicle safely and responsibly when assigned.
• Undertake official errands, deliveries, collections and administrative trips as authorised.
• Ensure the school vehicle is kept clean and in good condition.
• Carry out basic vehicle checks and promptly report any faults or maintenance needs.
• Comply with all traffic laws and school vehicle-use policies.
• Maintain confidentiality and professionalism while undertaking official assignments.

General Duties:

• Assist other members of the Administration Department when necessary.
• Support school events, meetings and other administrative activities.
• Perform other reasonable duties assigned by the Head of Administration or School Management.

Requirements

• Minimum of SSCE/WAEC/NECO.
• OND or equivalent qualification in Business Administration, Office Technology and Management, Secretarial Studies, Public Administration or a related field is an advantage.
• Basic computer/office administration training or certification is an added advantage.
• A valid Nigerian Driver’s Licence is required.

Experience:

• 2–3 years’ relevant experience in clerical, administrative or office support work.
• Previous experience working in a school or educational institution is an advantage.
• Experience in filing, document preparation, photocopying, scanning and general office administration.
• Previous experience driving for an organisation or company is an advantage.

Personal Attributes

• The successful candidate should be:
  • Honest and trustworthy
  • Punctual and dependable
  • Well organised and neat
  • Respectful and courteous
  • Responsible and safety-conscious
  • Willing to learn
  • Patient and approachable
  • Discreet and able to maintain confidentiality
  • Professional in appearance and conduct

Required Skills and Competencies:

• Good typing and computer skills.
• Proficiency in Microsoft Word and basic knowledge of Excel.
• Good filing and records-management skills.
• Ability to operate photocopiers, printers and scanners.
• Good written and verbal communication skills.
• Good organisational and time-management skills.
• Attention to detail and accuracy.
• Ability to maintain confidentiality.
• Ability to work independently and as part of a team.
• Good interpersonal and customer-service skills.
• Ability to follow instructions and meet deadlines.
• Good knowledge of Abuja roads and surrounding areas would be an advantage.
• Safe and responsible driving skills.
• Ability to remain calm and professional in a busy school environment.