Job Vacancies at American International School of Johannesburg

POSITION OVERVIEW

• To perform a variety of office administrative duties in support of the elementary school, and to provide secretarial support to the Principal. This position coordinates and participates in the clerical, record keeping, secretarial and administrative support tasks of the elementary school office and performs confidential secretarial duties for the school administration. 

MINIMUM REQUIREMENTS: WORK EXPERIENCE

• A minimum of 3 years’ experience in a PA or Secretary Experience
• Previous experience in the international or private school settings will be an added advantage.
• Previous experience in working with children and good understanding of child protection.
• Vast experience in diary management and setting of meetings.
• Experience in Google suite and/or MS suite
• Experience in dealing with different stakeholders including teachers and parents.

MINIMUM REQUIREMENTS: EDUCATION

• Grade 12 or Matric Certificate
• Post Matric Qualification in Office Management and/or Secretarial administration.

REQUIRED SKILLS:

• Advanced computer skills with emphasis on Google and MS suite
• Competent computer skills, particularly in using excel, word, and preferably Power School. Efficient typist (minimum 40 wpm)
• Attention to details with basic accounting skills.
• Strong communications skills both written and orally.
• Excellent telephone etiquette
• Teamwork coordination
• Excellent interpersonal skills with strong sense of emotional intelligence

REQUIRED BEHAVIORAL COMPETENCIES AND ATTRIBUTES

• Work effectively in a school office setting characterized by frequent direct and indirect interruptions caused by unstructured interaction with the student, teacher, and parent population.
• Strong interest in working with elementary age students, and an ability to relate with children in this age group.
• Display a cheerful, relaxed, respectful, and pleasing personality when working.
• Highly organised and capable of organising others.
• Independently plan and manage school office functions such as records maintenance, inputting and manipulating data, office systems, report card preparation, and managing student files
• Prepare and maintain accurate records.
• Efficient at completing tasks in a timely manner. Ask questions to understand assigned tasks and seek help when needed.
• Use initiative to get tasks completed.
• Display good judgement with regard to keeping information about students, parents and faculty confidential.
• Strong communication skills, and confident when working with colleagues, and parents. Pleasant and courteous telephone manner
• A work ethic that reflects the mission and vision statement of the school.
• Punctual, dependable, and trustworthy.
• Exceptional command of the English language (both spoken and written)

DUTIES AND RESPONSIBILITIES

As the member of the ES Team, provide support to ES office on, but not limited to:

• Plan, organize and manage an elementary school office including administrative staff and student activities.
• Research, compile and prepare routine administrative and clerical reports and documents accurately.
• Compile, monitor and maintain a variety of financial and statistical records and accounts related to school activities.
• Manage the principal’s calendar and community calendars as it relates to the Elementary School and maintain appointments and complex schedules throughout the school.
• Manage class placement lists, and assign students into Power School
• Collect lunch money from parents and students, mange a petty cash box, and reconcile cash amounts with the Business Office
• Manage school events, such as assemblies, Open House, parent-teacher conferences, while overseeing catering, facilities requests and venue set ups, ensuring these are booked in a timely fashion and followed up on
• Facilitate work requests while working closely with various personnel in the school, and communicating back to the ES Administration
• Maintain faculty leave records.
• Update and maintain the ES Portal on the school’s website.
• Receive calls from faculty who are absent and find appropriate sub coverage.
• Plan, assign and review the work assigned to personnel who are doing clerical assistance.
• Record and maintain confidential records and student files.
• Assist and maintain divisional budgets, processing orders (both capital and operational)
• Act as a liaison between the principal and other employees, students, and parents when questions arise, and communicate back to principal where appropriate.
• Perform Ad Hoc duties that are not listed above.

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Position Overview

• Provide general administrative assistance support to the Pretoria Principal office and the reception area, faculty, and the entire AISJ Pretoria Community.

QUALIFICATIONS:

• Secretarial Diploma or any Admin qualification
• Minimum of 3 years of secretarial experience, preferably in a school
• Skills using Microsoft Word 7, Excel, PowerPoint the Google Suite and other programs
• Experience using a school database like PowerSchool
• Executive Secretarial Diploma will be advantageous
• Executive experience will also be advantageous
• Experience working in a school preferred

COMPETENCIES:

The strong candidate will have:

• Strong interpersonal and communication skills
• Strong organizational skills
• The ability to work collaboratively
• The ability to independently identify and initiate tasks that need to be done.
• An understanding of the need to maintain confidentiality and act with integrity
• The ability to collaborate with and motivate others
• Excellent problem-solving skills and a flexible, growth-oriented mindset
• Excellent typing and computer skills
• The ability to multi-task
• ·The ability to plan and implement projects independently and with attention to detail
• The ability to Identify and prioritize critical activities and manage a work schedule that leads to the completion of tasks in a timely manner

PRIMARY RESPONSIBILITIES:

• Perform all private/confidential secretarial filing and reception work for the Pretoria School Office
• Answer questions from and act as a liaison between the Pretoria Principal, Counselor, and other employees, students and parents
• Compose routine correspondence
• Input information into and monitor the PowerSchool database, including student schedules, teacher schedules, and attendance
• Work with the facilities department to compile and oversee maintenance requests and work orders
• Handle general office email
• Communicate and relay information clearly and concisely, both orally and in writing, to the Pretoria Principal, and other staff members
• Generate all official school records
• Follow up to ensure that all agreed actions from meetings are completed
• Establish and maintain effective working relationships with all AISJ employees and contribute to a general team well-being
• Research, compile and prepare administrative and clerical reports, presentations and documents using MS Word, PowerPoint and / or Excel and the Google Suite
• Assist with organizing various school functions and events
• Support the preparation, correlation, and monitoring of requisitions and signatures for procurement and purchases
• Independently plan and manage maintenance and report preparation
• Adjust work schedule assignments to meet changing work priorities
• Assist in all emergency drills or actual events
• Complete other duties as assigned by the Pretoria Principal and Counselor
• Maintain accurate records of AISJ employee attendance
• Coordinate Pretoria events such as Parent-Student-Teacher conferences and Open House