School Administrator at ADvTECH

Job Purpose

• The Administrator provides critical support to the school’s marketing, admissions, and finance functions. The role is responsible for ensuring efficient management of prospective and current student records, handling parent and student inquiries, maintaining accurate financial documentation, and delivering a professional, responsive, and supportive front-office service.

Key Responsibilities

Marketing & Admissions Support

• Collaborate closely with the school Marketer to manage enquiries, applications, and admissions.
• Answer incoming calls and attend to walk-in enquiries in a professional manner.
• Load, track, and manage prospective student leads on relevant systems.
• Contact and follow up with prospective families to ensure smooth admissions processes.
• Manage application fees, including unallocated payments.
• Book campus tours and issue related calendar invites.
• Load and verify new student applications and supporting documentation.
• Process and issue application receipts.
• Draft and issue formal communications, including proof of enrolment letters and conditional acceptance letters.
• Conduct credit checks and assess affordability on applications.
• Assist with planning and execution of open days and student assessments.
• Schedule and coordinate student assessments.
• Support the setup of marketing collateral and events.
• Manage application withdrawals, transfers, and interest forms.
• Ensure full compliance with Sales GURU processes, attending training as required and following call scripts to maintain standards.

Financial Administration

• Work closely with the Bursar to provide accurate and timely financial administration support.
• Attend to financial queries from parents (telephonic, email, and walk-in).
• Generate and explain student fee statements.
• Maintain and update the school’s debtors’ list; follow up with debtors via calls, emails, and reminders.
• Liaise with external debt collectors as required.
• Monitor and report on student attendance linked to financial compliance.
• Communicate debtor status to staff and teachers, enforcing financial policies where necessary.
• Manage and update Acknowledgement of Debt (AOD) agreements.
• Organize and participate in debtor control meetings.
• Process financial documentation for student withdrawals and bursary allocations.
• Track and log billing adjustments, sibling discounts, refunds, and other financial changes.
• Manage financial collections via the Karri App (adding/removing students, creating collections).
• Ensure timely financial clearance for transfers and withdrawals.
• Assist with procurement processes: goods receipts, delivery notes, and vendor management (contracts, meetings, payments).
• Conduct root cause analysis on discrepancies and maintain shared trackers.
• Accurately allocate payments to student accounts.
• Support open day events with financial administration and fee queries.
• Maintain debtor control documentation relating to pre-suspensions, suspensions, and terminations.

Skills & Competencies

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in financial and administrative tasks.
• Customer-service orientation with the ability to handle parent and student queries professionally.
• Ability to manage sensitive and confidential information appropriately.
• Proficiency in MS Office Suite (Word, Excel, Outlook)
• Strong problem-solving and follow-through ability.

Minimum Requirements

• Matric (Grade 12) or equivalent (essential).
• Diploma/Certificate in Office Administration, Business Administration, or a related field (advantageous).
• At least 2–3 years’ experience in administration, preferably within a school or educational environment.
• Exposure to financial administration or debtor management (advantageous).