Personal Assistant/Administrative Assistant

Job Purpose

Under the direction of the Principal and the Director of Operations, the PA/Administrative Assistant will support and assist with the day-day administrative operation of the school. They will plan and organize the administrative duties and related activities in a professional manner to all constituents. They will ensure maximum utilization and efficiency of administrative systems, processes, procedures, and office equipment.

Key Components

· To be an ambassador for the school when meeting parents and other visitors and to act as a first point of reference when people arrive at BISB;

· To provide administrative support to the Principal; organize and manage the flow of work in and out of the Principal’s office. This includes the organization of daily correspondence (internal and external).

· Contribute to the overall ethos/work/aims of the school and meeting the needs of the children;

· Be aware of and support difference and ensure equal opportunities for all;

· To be an effective professional who demonstrates self-drive and a thorough knowledge of school systems;

· To have a clear understanding of how the role adds value to the effectiveness of structures within BISB, and take responsibility and accountability for continuous professional development;

· To be a team player.

REPORTING TO

Principal and Director of Operations

1) Customer Service Focus

• ‘Model’ excellent professional relationships with a myriad of constituents including children, parents, staff, vendors, and other professionals in the school and NAE;
• Provide an excellent administrative service to all sections of the school community regardless of race, sex, background or age;
• Inspire trust and confidence in all stakeholders;
• Professionally represent the school answering and directing phone calls, directing and greeting visitors to the school, and responding to emails in a timely manner;
• Promote the wider aspirations and values of the school.

2) Administration:

• To perform the duties of PA to the School Principal.
• Maintain confidential records for the School Principal including meeting minutes, electronic communications.
• Maintain high levels of personal and professional confidentiality at all times.
• To carry out administrative duties as required contributing to the smooth running to the school office.
• Offer helpful, friendly, approachable and professional service at all times and take appropriate action on own initiative, resolving minor matters, referring more serious matters to appropriate member of staff;
• Perform administrative duties throughout the school day: acting as first point of reference for, receiving callers, children, parents, visitors and telephone enquiries;
• Checking inventory goods, return unwanted items, arrange repair/servicing;
• Raise purchase orders and authorizations where required ensuring that they are inputted on to the school’s financial system;
• Maintain high standards when managing confidential information, complying with the school’s data protection procedures and legal requirements at all times;
• Accurate filing and maintenance of all student records including; parent contact, emergency contact, student records, medical records and injury records;
• Process pupil admissions in iSAMS in accordance with admissions policy and maintain pupil database, amend/update records on the system, print reports at regular frequencies (daily, monthly, quarterly, annually);
• Oversee the daily management of the student attendance, club and bus lists;
• Ensure safeguarding protocols are adhered to;
• Handle sensitive and confidential situations with professional tact and diplomacy;
• Continually seek ways to improve the efficiency and quality of administrative services;
• Maintain adequate office supplies and continually seek to improve efficiency and cost spending.

3) Staff and Student Support:

• Answering all incoming calls. This position is often the first interface with the school and this person needs to be polite, upbeat, and professional;
• Sorting incoming mail/packages and distributing it to the intended recipients;
• Coordinate general office operations as needed or required;
• Organizing and maintaining computer files;
• Ordering and maintaining office and school supplies;
• Organizing mailings to families and other school constituents;
• Keeping student records up to date;
• Keeping attendance records;
• Creating and maintaining faculty and student directories;
• Application of Basic First Aid;
• Replenishing supplies and inventory in Main Office, Wing 1, and Staff Room;
• Keeping foyer and Main Office areas tidy;
• Undertake professional development to enhance own learning, and apply outcomes and identify impacts which will be shared colleagues.

4) Pastoral:

• Be aware of the physical and emotional well-being of pupils and the need to respond to particular situations and alert appropriate staff to problems experienced by students and make recommendations as to how these may be resolved;
• Comply with and assist the School in the implementation of any rules and regulations which the school may from time to time issue to ensure the efficient operation of the school and the welfare and interests of its students and employees;
• Communicate effectively with parents of students, liaising with other staff as appropriate;

5) Other Requirements:

• 3 years of office experience preferred, with the acquired knowledge and experience to handle multiple priorities, visitors, and callers professionally;
• Knowledge of office management systems and procedures;
• Requires strong technology skills in the areas of office software (Microsoft Office suite), electronic communication, database systems, word processing, spreadsheets.
• Maintain a high standard of professionalism and understanding of boundaries and confidentiality;
• Strong, positive interpersonal relationship skills between students, staff, parents, and community members;
• Ability to be organized and detail-oriented in a fast-paced environment;
• Excellent time management skills and the ability to prioritize work;
• Ability to stay calm in emergency situations;
• Ability to handle confidential material in a discreet manner;
• Excellent verbal and written communication skills;
• Ability to be self-motivated and naturally a self-starter;
• Ability to prioritize and implement with minimal direction;
• High level of computer literacy;
• To promote and adhere to Nord Anglia Education’s Vision and Values;
• Any other appropriate duties as assigned.

Working environment/conditions

The Administrative Assistant will work in a professional office environment and uses a computer, telephone and other office equipment as needed to perform their duties. While performing the duties of this job, the employee is regularly required to stand; walk, and sit for extended periods of time.

CREATE YOUR FUTURE

We’re Nord Anglia Education, one of the world’s largest premium international schools organisations. Every day, our teachers and support colleagues help our thousands of students achieve more than they ever imagined possible.

A transformational education at one of our schools is focused on excellent academic outcomes, creativity, wellbeing, and international connectedness. Our innovative use of educational technology also creates a personalised, 21st century learning experience for all students, while our global scale means we can recruit and retain the world’s best teachers and offer unforgettable events and expeditions.

Our people are empowered to make a difference in their fields of expertise. Our fast pace of growth requires evolution and change from everyone, giving you the chance to define the role you do in the future. This challenges the learning agility of our employees and ensures every day brings interesting new experiences.

Founded in 1972 in the United Kingdom, our first international school opened in 1992 in Warsaw, followed by rapid growth across the world since the 2000s.

When you join our team, you’ll become part of a global family of experts working for a fast-growing premium international brand.

EEO Statement

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Job Type: Full-time

Pay: $36,000.00 - $40,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Microsoft Excel: 1 year (Required)

Work Location: In person

Salary : $36,000 - $40,000