School Administrator

3 months ago

Cape Town, South Africa Molo Mhlaba Schools Full time

**Molo Mhlaba School Administrator**

**Job Role**: School Administrator

**Location**: 9 Nkinga Close, Harare Square, Khayelitsha, Western Cape, Cape Town, 7784
**Supervisor**: Head of School

**Contract type**: Fixed-term contract

**About Molo Mhlaba**

Established in 2018, Molo Mhlaba Schools is a vibrant and exceptional, independent Montessori school, currently serving girls aged 3 - 11 years. Molo Mhlaba Schools, is a non-profit organization that supports young girls with STEAM (science, technology, engineering, the arts and maths) education, early literacy development, physical health education and outreach programmes for children in the Khayelitsha community. The Molo Mhlaba Schools is a philanthropic venture that will establish and manage a network of low fee, independent private schools in underserved urban communities across South Africa_**.**_

**Summary of the Role**

Molo Mhlaba Schools is seeking a School Administrator that will be responsible for managing and overseeing various administrative and operational tasks to ensure the smooth and effective functioning of the school. This role will support the school’s mission by handling day-to-day operations, managing school systems, coordinating school outings, and facilitating communication with parents, students, and external parties. The School Administrator will play a key role in maintaining an organised and welcoming environment that aligns with our principles and enhances the overall educational experience.

**School Administrator Requirements**
- A relevant qualification in office administration/office management.
- 2-3 years of administrative experience in a school or similar setting.
- Excellent working knowledge of MS Office (Word, Powerpoint, Excel, Outlook), Gmail and Google Calendar.
- Working knowledge of CEMIS and data management systems.
- Willingness to be involved in extramural activities and school cultural activities.
- Must be willing to learn Molo Mhlaba’s Admissions System and protocols.
- Exceptional interpersonal, oral, and written communication skills in English and isiXhosa.
- Ability to work independently with limited supervision.
- Must be a team player and able to deliver quality work under pressure,
- Ability to establish good working relations at all levels of the school - with students, teachers, senior management, Board members etc.
- A pleasant manner with visitors, colleagues, children and the neighbouring schools.
- Excellent organisation skills, ability to multitask, prioritise effectively and deliver to tight deadlines.
- Strong, proven administration experience, particularly of supporting varied projects/teams.
- Proactive in approach, able to show initiative and to cope effectively with possible situations of conflict, stress, and pressure.
- High level communication skills: verbal, interpersonal and written and able to communicate with a range of people including staff, students, parents, and visitors with diplomacy and tact.
- Flexible attitude towards duties and working patterns in order to fulfil the requirements of the role.
- Willing to work collaboratively across many departments and develop and maintain positive and supportive working relationships.
- Empathy with and a commitment to the aims and ethos of the school.
- Smart appearance with a professional manner, attitude, and approach.

**General Duties and Responsibilities**
- Meet and greet all visitors to the school.
- Answer and direct all incoming phone calls.
- Assist in the upkeep of contact records, including student, staff, and trustee contact information.
- Order stationary, first-aid equipment etc.
- Maintaining a clean, tidy, and orderly admin office.
- Redirect school admission queries to the relevant staff member.
- Manage relationships with implementing partners at the school.
- Receive deliveries and file delivery notes accordingly.

**Meetings and Record keeping**
- Assist with organising meeting rooms (booking space, arranging furniture etc.).
- Organise refreshments for meetings, including ordering food, tea/coffee etc.
- Write minutes for staff meetings, parent meetings, and other meetings as required.
- Manage booking requests.
- Maintain hire documentation.
- Create invoices and liaise with the Executive Director regarding payments.

**Marketing and Events**
- Assist with the management of guest lists for school performances and special events.
- Assist with the coordination of internal photo-shoots.
- Format and send termly newsletters.

**Finance**
- File requisition forms and invoices,
- Sign off requisition forms for EFT payments and other transactions.

**Classes**
- Process and generate invoices for online payments for fees.
- Filter and respond to enquiries from teachers and parents.
- Prepare relevant paperwork, such as recording sheets, where required.

**Other**
- Book and arrange travel/school outings.
- General administrative support for the teachers and support staff, as required.
- Undertake other duties com

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