SCHOOL ADMINISTRATOR – JOB DESCRIPTION

School: DELSI Montessori School

ROLE SUMMARY

The School Administrator is responsible for the efficient day‑to‑day administrative operations of the school. The role ensures smooth coordination between management, staff, parents, and external bodies while maintaining accurate records, strong communication systems, and compliance with regulatory requirements. This position is strictly non‑financial and operational in nature.

1. GENERAL ADMINISTRATION & OFFICE MANAGEMENT

• Manage the daily operations of the school office.
• Maintain a clean, organised, efficient, and child‑friendly administrative environment.
• Manage office supplies, teaching materials, and non‑financial inventory.
• Oversee printing, photocopying, binding, and distribution of official documents.
• Handle all school correspondence including letters, memos, circulars, notices, and announcements.
• Manage official school email accounts and ensure timely, professional responses.
• Maintain school calendars, term schedules, meeting schedules, and activity timelines.
• Coordinate internal communication among management, teaching staff, and support staff.
• Maintain accurate digital and physical filing systems for students, staff, inventory, and policies.
• Ensure school policies, manuals, and standard operating procedures are readily available.

2. ADMISSIONS & ENROLMENT MANAGEMENT

• Serve as the first point of contact for admission enquiries (walk‑in, phone, and online).
• Provide accurate information on programmes, fees, admission requirements, and school policies.
• Issue, receive, and process admission forms.
• Organise school tours and orientation sessions for prospective parents.
• Maintain an up‑to‑date admissions database.
• Schedule and coordinate entrance assessments or interviews.
• Prepare and issue admission, acceptance, and enrolment confirmation letters.
• Maintain waiting lists and conduct timely follow‑ups with parents.
• Manage student transfers, withdrawals, and exit documentation.

3. STUDENT RECORDS & DATA MANAGEMENT

• Prepare and maintain cumulative student records.
• Manage attendance records (daily, weekly, and monthly).
• Update student profiles including emergency contacts, medical information, and learning needs.
• Support teachers in preparing report cards, transcripts, and progress reports.
• Ensure confidentiality and secure storage of student data.
• Coordinate documentation required by GES, NaSIA, and other external bodies.
• Ensure accurate class lists and proper student‑to‑class placement.

4. HUMAN RESOURCE ADMINISTRATION (NON‑FINANCIAL)

• Coordinate recruitment processes including job adverts, shortlisting, and interview scheduling.
• Prepare employment letters and contracts (excluding salary details).
• Maintain and update staff personal files.
• Coordinate staff attendance, sign‑in/sign‑out registers, and leave schedules.
• Manage teacher appraisal schedules and compile performance documentation.
• Organise staff orientation, induction, and training programmes.
• Ensure staff compliance with school policies, professional standards, and safeguarding procedures.
• Communicate administrative directives and decisions to staff.
• Manage duty rosters including supervision, break duty, clubs, and playground duties.

5. COMMUNICATION & CUSTOMER RELATIONS

• Serve as the primary contact for parents, visitors, and external stakeholders.
• Respond to parent enquiries professionally and promptly.
• Draft and disseminate newsletters, notices, reminders, and official updates.
• Manage school WhatsApp groups, SMS alerts, and communication platforms.
• Coordinate school social media updates in collaboration with the Principal.
• Receive parent complaints and channel them to the appropriate authority.
• Coordinate parent‑teacher meetings, open days, workshops, and school events.

6. SCHOOL OPERATIONS & LOGISTICS

• Coordinate classroom logistics including furniture, teaching aids, and learning resources.
• Liaise with service providers for repairs and maintenance (non‑financial).
• Supervise non‑teaching staff including cleaners, security personnel, drivers, and kitchen staff.
• Ensure availability of essential utilities such as water and electricity.
• Coordinate transportation arrangements including bus routes and attendance.
• Coordinate distribution of uniforms and school supplies (non‑financial).
• Ensure compliance with health, safety, and hygiene standards.
• Coordinate emergency procedures including drills and safety checks.
• Submit procurement requests without handling payments.

7. POLICY IMPLEMENTATION & COMPLIANCE

• Ensure staff compliance with NaSIA regulations and internal school policies.
• Maintain updated policies on admissions, discipline, safeguarding, and operations.
• Coordinate inspections, audits, and accreditation exercises.
• Prepare and submit documentation required by GES, NaSIA, Fire Service, and Health authorities.
• Ensure implementation of child protection and safeguarding policies.
• Maintain compliance‑related attendance and operational records.

8. ACADEMIC SUPPORT & COORDINATION

• Assist with timetable preparation in collaboration with academic leadership.
• Coordinate examination logistics including printing, room allocation, and invigilation schedules.
• Support organisation of extracurricular activities, clubs, and special programmes.
• Manage assessment records and learning material distribution.
• Provide administrative support to teachers to enhance teaching and learning delivery.

9. EVENTS & SCHOOL ACTIVITIES

• Plan and coordinate school events including:
• Matriculation
• Graduation
• Speech and Prize‑Giving Day
• Cultural Day
• Sports Day
• Parent‑Teacher Conferences
• Fundraising activities
• Staff meetings and workshops
• Manage event logistics, materials, guest coordination, and attendance lists.
• Coordinate communication with parents and stakeholders for events.
• Liaise with photographers, videographers, and media personnel.

10. INVENTORY & RESOURCE MANAGEMENT (NON‑FINANCIAL)

• Maintain detailed inventory records for furniture, teaching materials, ICT equipment, textbooks, uniforms, and supplies.
• Track issued, damaged, repaired, and replaced items.
• Maintain updated inventory registers for accountability.
• Submit procurement and replacement requests without handling accounts.

11. TECHNOLOGY & INFORMATION SYSTEMS

• Manage school databases and administrative software.
• Support staff in using digital platforms for attendance, reporting, and communication.
• Ensure secure digital backups of critical records.
• Coordinate with IT personnel for troubleshooting, system updates, and data security.
• Manage online portals for admissions and student information systems.

12. SUPPORT TO LEADERSHIP & GOVERNANCE

• Provide administrative support to the Principal and School Board.
• Prepare agendas and record minutes for management meetings.
• Draft official letters, memos, circulars, and policy documents.
• Coordinate communication between leadership, staff, parents, and external agencies.
• Support strategic planning documentation and implementation follow‑ups.
• Act as liaison between the school and regulatory or partner organisations.

13. EXPERIENCE REQUIREMENT

• Minimum of four (4) years experience as a School Administrator or in a similar educational administrative role.

14. LOCATION REQUIREMENT

• Applicant must reside within or around Achimota, Mile 7, Dome, Akweteyman, Taifa, Lapaz, Tesano, or surrounding areas.

15. CORE COMPETENCIES

• Strong digital literacy, including comfort with AI‑powered and administrative tools.
• Empathetic leadership style with sensitivity to staff and student wellbeing.
• Strong organisational and strategic thinking skills.
• Ability to manage daily operational challenges calmly and effectively.
• Clear communication skills with the ability to explain policies, goals, and safety procedures simply and confidently.