The Head of Administration provides strategic and operational leadership for all non-academic functions, ensuring efficient systems, regulatory compliance, risk management, and high-quality service. They oversee administrative teams and operations to support teaching, learning, school growth, and uphold the school’s values of Integrity, Excellence, Accountability, and Service.
RELATIONSHIPS
The role involves managing a team of Administrative Staff, coordinating various administrative tasks and collaborating closely with other departments to facilitate smooth functioning of the School.
The Head of Administration will report directly to the Head of School, however, in the absence of a HOS, he/she will report to the Deputy HOS. In the absence of a DHOS, he/she will report to the DOS/School board who will also provide strategic leadership and day to day oversight of the Head of Administration.
KEY RESPONSIBILITIES
Strategic Administrative Leadership & Systems Development
- Provide strategic direction for all administrative functions aligned with school priorities and growth plans.
- Develop, implement, and regularly review Standard Operating Procedures (SOPs) across all admin units.
- Introduce and monitor service standards, turnaround times, and performance benchmarks.
Quality Control & Service Excellence
- Establish and enforce quality control standards across Admissions, Front Desk, Kitchen & catering, Classroom Assistants and Admin Managers.
- Conduct routine quality audits and spot checks to ensure consistency, hygiene, professionalism, and compliance across administrative teams
- Address service gaps promptly through corrective action, coaching, or retraining.
Compliance, Safeguarding & Accreditation Readiness
- Ensure full compliance with:
- Ministry of Education regulations
- Health & Safety requirements
- Safeguarding and child protection policies
- Maintain operational readiness for inspections and international accreditation (e.g., COBIS/BSO).
- Coordinate drills, audits, and documentation to ensure inspection preparedness at all times.
Resource, Budget & Vendor Management
- Work with Finance to manage administrative budgets, procurement, and cost controls.
- Ensure value-for-money procurement without compromising safety or service quality.
- Monitor vendor performance and enforce Service Level Agreements (SLAs).
People Leadership & Capability Building
- Lead, supervise, and develop all administrative staff.
- Design and deliver structured training programmes for non-teaching staff in:
- Customer service
- Safeguarding & safety
- Communication standards
- Crisis response
- Mentor Admin Managers and Supervisors to strengthen leadership capacity and accountability.
Parent & Community Experience (Non-Academic)
- Oversee admissions, front desk, and parent-facing operations to ensure a professional and welcoming experience.
- Implement parent feedback systems and ensure timely service recovery.
- Support school events, tours, and community engagement initiatives.
Risk Management, Safety & Operational Continuity
- Lead risk assessments across facilities, security, transport, and kitchen operations.
- Coordinate emergency preparedness, evacuation drills, and crisis response planning.
- Ensure incidents are documented, escalated, and resolved appropriately.
Cross-Functional & Strategic Collaboration
- Work closely with Academic Leadership to ensure administrative systems support teaching and learning.
- Partner with HR on staffing compliance and performance management.
- Support admissions growth, campus expansion, and new programme implementation.
Scheduling & Operational Coverage
- Collaborate with the academic team for school calendar and events dates
- Manage duty rosters, breaks, and coverage schedules across admin teams.
- Ensure uninterrupted service delivery during school hours and events.
KEY PERFORMANCE INDICATORS
- Parent Query Response Time: Ensure parent queries (calls, emails, forms) are responded to promptly to ensure strong parent engagement.
- Health and Safety Compliance: Ensure compliance with safety regulations, conduct at least 2 drills per term.
- Efficient supervision of Kitchen activities: Maintain high hygiene ratings, enforce discipline, and ensure allergy protocols are followed with no food-related complaints.
- Administrative Records Accuracy: Ensure all administrative files are complete and accurate, with systematic documentation and minimal corrections.
- Administrative Policy Development & Implementation: Lead the development, review, and implementation of administrative policies and procedures to ensure compliance with regulatory requirements and promote operational excellence across campuses.
- Training and Development Execution: Organize at least 1 non-teaching staff training per term with high participation; ensure relevance and impact on performance.
- Monitoring Staff Performance and Task Completion Rate: Achieve task completion rate across admin/support staff and promptly address underperformance within a week.
- Timeliness in Procurement Request Review: Review and respond to procurement requests within 2 working days to avoid delays in operations.
- Policy Compliance Monitoring: Conduct termly reviews to ensure adherence to HR, admin, and safety policies across all teams.
- Continuous Process Improvement: Lead or support improvement initiative per term aimed at streamlining administrative procedures or improving stakeholder experience.
- Resourcefulness: Provide at least cost-saving or efficiency-driven suggestions annually that are implemented and improve operations.
- Campus Coordination Efficiency: Ensure aligned administrative operations across both campuses with task synchronization and on-time execution.
- Termly Operational Preparedness: Complete all required logistics and administrative prep before the start of each term to ensure smooth reopening.
- Feedback Management: Address stakeholder (staff/parent) feedback promptly; document feedback and actions taken.
- Vendor SLA Adherence: Ensure vendors meet agreed service levels per term, with issues addressed and documented promptly.
QUALIFICATION & EXPERIENCE
- Bachelor’s Degree in Business Administration, Education or any Related Discipline, from a reputable institution. MSc or MBA or professional certificates in Human Resource Management, Business Administration or any Related Discipline will be an added advantage.
- Professional Qualifications: ICSAN, CMD, CIPM, CIPD, SHRM or any related professional qualification would be an added advantage.
- Proven experience in administrative leadership roles, preferably in an educational setting.
- Strong organisational, communication and interpersonal skills
- Proficiency in office software applications and technology tools
- knowledge of relevant laws, regulations and best practices in school administration
- Ability to work collaboratively in a dynamic and fast-paced environment
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