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Administrative Teaching Assistant
2 weeks ago
We are a private school in Midrand, Johannesburg seeking an Administrative Assistant.
**Duties and responsibilities**:
- Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
- Perform secretarial and clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school and school system and the frequent exercise of independent judgment within the scope of the authority granted by the Principal.
- Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, word processing, and proofing letters and responses.
- Type, reproduce and distribute notices to staff, students and parents.
- Ensure that all communications from the office meet proper written and oral English standards.
- Act as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in routine, sensitive, and confidential matters.
- Register new students, secure appropriate student records, maintain confidential student records, and transfer records for students moving to other schools.
- Maintain attendance data for each staff member, recording attendance, absences, substitutes, and other required information. Prepare attendance reports and update SASAMS.
- Maintain a current school calendar of events and use of facilities.
- Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student files.
- Arrange appointments and maintain a schedule for the Principal or designee and assigned staff.
- Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and distributing final products.
- Create forms, and compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal’s or designee’s responsibilities. Complete all required monthly and year end reports in a timely fashion.
- Order and maintain office supplies.
- Maintain inventories of books, materials, and equipment of the school.
- Supervise assigned secretarial and clerical assistants.
- Create and maintain a clean, attractive, orderly, safe, and efficient office environment.
- Recommend to the Principal or designee improvements needed in office procedures or operations.
- Communicate to the Principal or designee any unusual situations. Advise immediately of any evidence of substance abuse, child abuse, child neglect, severe medical conditions, potential suicide, or individuals appearing to be under the influence of alcohol, or controlled substances.
- Assist the Principal or designee and staff in handling interruptions and emergencies, calling for assistance when needed.
- Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies. Maintain a safe working condition and operate electronic and other equipment needed to carry out job functions and responsibilities.
- Attend required staff meetings and record of minutes.
- Keep informed about school activities, and other information necessary for the functioning of the office.
- Continue to grow through collaboration with fellow staff members and participation in appropriate staff development and workshop programs.
- Display ethical and professional behaviour in working with everyone who communicates or is associated with the office. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility, and an effective work ethic.
- Protect confidentiality of records and information about students and staff, and use discretion when sharing any such information within legal confines.
- Perform any duties and responsibilities that are within the scope of employment, as assigned by the Principal or designee, and not otherwise prohibited by law or regulation.
- Interview students and parents to understand their objectives and background.
- Provide clarifications to parents and learner’s queries in a professional manner.
- Advice parents and learners about the school, admission procedure, eligibility and school fees involved.
Provide assistance with recruitment activities, student assessments, admission publications and prospectuses, and information sessions.
- Provide assistance to the Parents to complete the enrolment forms.
- Inform Parents about the course selections offered and the tuition fees.
- Arrange, compile and communicate relevant admission and re-admission information and orientation programs for learners
- Provide support to prepare admission related presentations and to host student
