Administrator at ADvTECH

Key Responsibilities:

Reception and Customer Service:

• Answer and direct phone calls, emails, and in-person inquiries from parents, students, and staff.
• Manage the reception area, welcoming visitors, and ensuring all queries are handled professionally and efficiently.
• Assist parents by delivering dropped-off items to classrooms and managing ad-hoc requests from teachers and staff. 

Administrative Support:

• Act as a liaison between walk-in visitors and the principal or academic head, scheduling appointments as needed.
• Provide administrative support to teachers, including assistance with classroom keys, parent contact information, and maintaining class lists.
• Performing administrative duties as and when required, including Typing of administrative and academic material; emailing of newsletter; maintaining diaries and making appointments for management.

Student Health and Safety:

• Attend to sick or injured students, providing care in the sickbay and contacting parents when necessary.

Data Management and Enrolments:

• Maintain and update the STASY/SIMS database, ensuring accurate records of student and parent information.
• Manage the enrolment process, from initial application through to final registration, including liaising with parents for required documentation and coordinating assessments with educational psychologists. Processing and maintaining pupil applications, acceptances and records (includes data input and manual filing).
• Process visa requirements and study permits for international students.

Coordination and Reporting:

• Collaborate with the principal and marketing head to provide regular updates on student enrolments, consolidating reports, and analyzing data for strategic planning.
• Work closely with the finance department to communicate relevant information, such as enrolment status, student attendance, and other critical updates.

Educator Support:

• Support teachers with administrative tasks related to student management, such as creating and updating class lists and managing student withdrawals.

Various other ad hoc duties as determined by the position.

Competencies required:

• Strong organizational and multitasking abilities to accurately under pressure and manage high-volume queries.
• Excellent communication and customer service skills, with the ability to remain calm and professional under pressure.
• Proficiency in managing databases and maintaining accurate records.
• Ability to work independently, prioritize tasks effectively, and meet deadlines.
• Computer literate, good typing, organisational and administrative skills; Microsoft office and STACY/ SIMS skilled.
• Experience in a school administrative environment is preferred.
• An ability to maintain confidentiality is essential.
• Enthusiastic, energetic and creative.
• Must be a team worker.

Working Conditions: 

• This role involves high levels of interaction with staff, students, and parents, and requires flexibility to handle unexpected tasks and disruptions. The Front Desk Administrator may be required to work beyond regular hours to complete tasks, particularly during peak enrolment periods.

Qualifications:    

• Minimum requirement is Matric, or equivalent, with typing skills. 
• Computer literacy (MS Office) is essential. 
• A secretarial qualification would be advantageous.

Experience:        

• Minimum of 2 years’ general administration experience in a similar environment.