Peponi School Head’s PA and office Manager Jobs in Kenya
Responsibilities:
Providing high quality and timely administrative support of a confidential nature.
Ensuring that all visitors, internal and external, are welcomed in an appropriate manner
Attending meetings as required by the Head and taking and distributing minutes as appropriate
Liaising with the Head on behalf ofstaff as required.
Managing a complex diary, with confidence to make decisions without referral to the diary owner,
always looking up to 12 months in advance and ensuring effective use of time.
Managing the Head’s diary and appointments. This will include liaising with parents, staff, and
outside organisations.
Managing incoming/outgoing correspondence to ensure that information meets the needs of the
recipients. This may include writing letters, briefing reports and any other communications,
maintaining the appropriate tone and style.
Opening all post addressed to the Head, distributing it to relevant persons for action and drafting
responses for the Head where appropriate.
Oversight for paper work for trips and visits risk assessment as well as transport arrangement.
Following up on Pupil Pass applications and communication with parents regarding the same.
Assisting the HR department e.g in the processing of Work Permits for expatriate members of
staff as well as Pupil Pass applications as and when required.
Organising the induction of new staff with the Head.
Dealing with all initial approaches to the Head from staff or parents and ensuring that the Head is
briefed to enable an appropriate response.
Providing a high standard of secretarial service to the Head. This will include drafting and typing
letters, minutes, meeting agendas, schedules and reports.
Assisting the Head in the preparation of the Head’s report for Board meetings.
Liaising with the School Registrar on all prospective parent visits involving the Head.
Co-ordinating the organisation of the Head’s end of term report writing, in conjunction with the
Deputy Head, Academic and the Main Office to specific timescales.
Arranging international and domestic travel including booking flights, visa administration, rail,
taxis, and accommodation, and creation of detailed visit packs where necessary, ordering and
processing currency and liaising with external agencies where appropriate in liaison with the
School Secretary.
Arranging the Head’stravel and accommodation requirements for outside duty.
Event Management:
Providing logistical and administrative support for the organisation of School events and
functions. Working with the event lead to understand the scope of the event, managing all
requirements and supporting delivery.
Staff Management and Leadership:
Providing effective leadership and line management to the School Secretary and School Administrator.
Ensuring direct reports’ duties are being carried out to the school’s high standards and briefing the Head as appropriate.
Ensuring that the Head’s office is equipped to function efficiently and that all equipment, stationery and other requirements are available as required
Updating and organising school policies in conjunction with the Head
Taking care of day to day operations for the Head.
Supporting the Head with newsletter and providing news items to the Marketing Team.
Providing secretarial and administrative support to other members of the Head’s Senior Management Team as required.
Supporting the Registrar with ensuring the school’s MIS system is current and updated when appropriate for pupil and parent contact details.
Liaising with the Human Resources Manager in maintaining staff personnel files.
Ensuring the Head is up to date and briefed on appropriate staff matters and school business.
Education and Qualifications
Good standard of education
Excellent spoken and Written English
Secretarial or Administration qualification or equivalent Administration or Management degree qualification
Knowledge and Understanding
Experience in a similar role or a role that requires excellent administrative and interpersonal skills
Experience of team management
Experience of working in a school.
How to Apply
For more information and job application details, see; Peponi School Head’s PA and office Manager Jobs in Kenya
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