School Administrative Assistant at Millie's British International School(MBIS)

Job Description

• We are seeking a Female School Administrative Assistant who is highly organised, proactive, detail-oriented and capable of working in a fast-paced school environment.
• The successful candidate will serve as the first point of contact for our school community and provide essential administrative support to ensure the smooth day-to-day running of the school.
• This role requires someone who can anticipate needs, manage responsibilities efficiently and support the School Administrator effectively, helping to maintain a well-organised and professional office environment.

Key Responsibilities
Front Desk and Reception Duties:

• Warmly welcome pupils, parents, staff and visitors while maintaining a professional and friendly demeanour.
• Ensure all visitors sign in and out in line with safeguarding procedures.
• Direct enquiries appropriately and provide accurate information where required.

Attendance and Record Keeping:

• Accurately monitor and record pupil attendance daily.
• Follow up promptly on unexplained absences.
• Maintain accurate records of late arrivals and early departures.
• Ensure all school databases and records are consistently updated and accurate.

Administrative Support:

• Provide efficient administrative support including photocopying, printing and laminating
• Maintain clear, accurate and legible handwritten records where required.
• Take meeting notes and produce clear, well-structured minutes of meetings when required.

Office Management:

• Manage and update school office and reception notice boards, ensuring information displayed is accurate, relevant and well presented at all times.
• Ensure the reception and office areas remain organised, tidy and professional at all times.

Social Media and Communication:

• Create engaging weekly content for the school’s social media platforms, highlighting school activities, achievements and events, and submit content for posting in line with the school’s communication schedule.
• Maintain and monitor the school’s events and birthdays calendar, ensuring important dates, celebrations and activities are properly tracked and communicated in advance.

Parent and Pupil Support:

• Respond professionally to parent enquiries regarding school procedures, enrolment and schedules.
• Provide basic support to pupils with minor concerns such as lost items

Ideal Candidate

• Education: A Degree in Administration / Management.
• Experience: Minimum of 3 years of continuous experience in an administrative role within a school environment.
• Applicants must reside in Ibadan and be able to commute easily to Jericho, Ibadan.

Key Skills and Qualities:

• Excellent Communication Skills - Outstanding written and verbal communication skills with the ability to interact professionally with pupils, parents and staff.
• Exceptional Organisation and Attention to Detail - Ability to manage multiple responsibilities efficiently while maintaining accurate records and paying close attention to detail.
• Clear and Legible Handwriting - A high standard of handwriting is essential for maintaining clear and professional school records.
• Strong Computer Skills - Proficient in Microsoft Office applications and confident with digital systems and data management.
• Proactive and Solution-Oriented - Able to take initiative, anticipate needs and resolve issues efficiently without constant supervision.
• Professionalism and Role Awareness - Maintains appropriate professional boundaries while consistently representing the school positively.
• Ability to Support Senior Staff Efficiently - Capable of managing responsibilities effectively so that the School Administrator can focus on other operational priorities.