Happy Heart School Administrative/Secretarial Jobs in Accra
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Happy Heart (Montessori) School (HHS) is a reputable private institution in Dome Pillar 2 providing excellent basic-level education, caregiving and training to preschoolers and young people.
Job Description
HHS is seeking an experienced, results-oriented and highly motivated young woman for the position of Administrative Assistant to oversee its front office. She will be responsible for office administration and front office duties, assist in the day-to-day running of the school, and support with internal meetings, marketing and events.
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The Administrative Assistant is directly responsible to the Director, School Operations and ultimately to the CEO.
Duties/Responsibilities
General office administration and front office duties
- Meet and welcome/greet all visitors to the School.
- Answer and direct all incoming phone calls
- Maintain the general email account, responding to queries or directing enquiries as required
- Maintain admission records for pupils and contact records for staff and parents
- Collate orders textbook, stationery, first-aid equipment and sundry supplies
- Maintain a clean, tidy and orderly admin office
Day to Day running of the School
- Ensure the school complies with relevant laws and regulations
- Ensure utilities (water, electricity) are always in supply by monitoring water levels and electricity metres to avoid supply cut-off
- Support in the hiring and training of staff
- Manage school uniform and supplies stocks and orders, keeping proper records and reporting to Accounting regularly
- Help shape and uphold the vision and reputation of the school
- Help maintain general order in the school e.g., clearing lost property and managing, tidying and updating notice board
- Ensure that all school offices, compound, toilets & bathrooms are kept clean and hygienic at all times
Internal Meetings
- Manage logistics and events or meetings, including PTA meetings
- Write minutes for staff and management meetings
- Assist with the preparation and circulation of meeting papers
Marketing & Events
- Assist with the management of guest lists for school performances and special events, both at the School and at external venues
- Organise refreshments and assist with any other preparations such as adverts, venue setup, etc.
- Produce performance programmes
- Assist with the coordination of internal photo shoots and maintenance of image archive
- Compile, format and send termly newsletter to staff and parents
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Required Skills or Experience
Qualifications/Experience
Candidates seeking appointment to this position must:
- Have a diploma, HND or degree in administration, management or related course
- Be computer literate, adept in Microsoft suite (particularly Word and EXCEL)
- Have 2-3 years’ experience in administrative duties.
- Have good communication skills and able to relate professionally to stakeholders (Parents, Teachers, Support staff, Pupils and Management)
- Be aged between the ages of 25-35 years.
NB: It is recommended that the candidate stays in Dome, Kwabenya, Haatso, Achimota, or environs.
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