Assistant Administrator

Job Title: Assistant Administrator

Responsible To: School Administrator

Responsible for:

Supporting the management of school operations including procurement, tuckshop, maintenance, kitchen, cleaning, transport, and grounds.

Overall purpose of the job:

To provide operational and administrative support to the School Administrator in managing the day-to-day functions of the school. The role ensures smooth coordination across key support departments, contributing to a safe, effective, and well-maintained school environment.

Key Responsibilities:

Operations Support

• Assist with monitoring school procurement processes to ensure timely delivery and quality assurance of goods and services.
• Support the daily running of the school tuckshop, including stock-taking, ordering supplies, and record-keeping.
• Help coordinate routine and emergency maintenance requests and liaise with contractors and technicians.
• Monitor kitchen inventory, hygiene practices, and assist with catering logistics.
• Oversee cleaning schedules and ensure high cleanliness standards across school facilities.
• Aid in transport coordination including vehicle bookings and usage logs for school trips.
• Participate in the upkeep and aesthetic maintenance of the school grounds.

Administrative Duties

• Provide clerical support including filing, preparing reports, processing invoices, and maintaining accurate records.
• Serve as the first point of contact for operational queries from staff and external service providers.
• Assist in updating operational manuals, checklists, and procedures under the direction of the School Administrator.
• Support the implementation of safeguarding and health & safety practices across support departments.

Communication and Coordination

• Liaise with suppliers, service providers, and contractors on behalf of the School Administrator.
• Facilitate internal communication between departments for efficient task completion and issue resolution.
• Draft and send internal memos, notices, and meeting minutes as required.

Other Duties

• Attend relevant training sessions and workshops to support professional development.
• Support in other school-related tasks and projects as assigned by the School Administrator or Headteacher

Person Specification

Essential Qualifications and Skills

• Diploma in Business Administration, Management, or a related field (degree is an advantage).
• Minimum 5 years’ experience in a similar administrative support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational, multitasking, and time management skills.
• Excellent communication and interpersonal abilities.
• High levels of discretion, integrity, and confidentiality.

Desirable Qualifications & Skills

• Experience working in an educational institution.
• Knowledge of procurement or facilities management systems.
• Familiarity with Chichewa and local procurement processes.

Additional Requirements

• A clean police clearance certificate.
• Commitment to child safeguarding and promoting student welfare.
• Flexibility to work extra hours or weekends when required.

SAInts is committed to safeguarding and promoting student welfare – full background checks will be conducted.

SAIntS proudly champions diversity, equity, inclusion, justice, and belonging in all we do.

Download Application Form here

Deadline for applications is Friday 16th May 2025