JOB TITLE: Preschool Administrative Assistant

TEAM/PROGRAMME: Curio Preschool

CODE:  004

LOCATION: Amman

POST TYPE: Full Time

JOB BRIEF

Curio Preschool is founded on warm, loving relationships between students, parents, teachers, and staff members. We provide children with educational activities appropriate for young learners, taking into account their physical, intellectual, social and emotional needs. We realize the importance of providing a nurturing, safe inspiring environment, rich with opportunities to be open and curious. We also aim to provide a supportive and inspirational working environment for all our staff members.

The Administrative Assistant performs a wide variety of clerical and managerial duties to organize, coordinate and schedule school office activities, assist the administration in routine tasks and perform public relations of the school, while adhering to Curio’s policies such as the Save the Children Jordan (SCJ) Safeguarding policy and Code of Conduct.

SCOPE OF ROLE:

Reports to: Principal

Staff directly reporting to this post: Housekeepers, preschool guard

RESPONSIBILITIES:

Administrative

• Greets visitors, answers phone, receives deliveries, sorts and refers mail and e-mail;
• Leads, conducts, and schedules tours for prospective parents and follows up with them during the entirety of the registration process;
• Directs inquiries, questions and concerns to the appropriate staff members or Principal in addition to providing factual information regarding the operation of the school;
• Prepares letters and notices, arranges transportation, processes release forms, permission slips and notices according to established procedures;
• Takes minutes of meetings as required;
• Organizes, leads actively participates in all events inside the preschool, including school tours, festivals, open houses, parent meetings and community events…etc.;
• Prepares timetables, class lists and schedules, and supervision schedules;
• Organizes field trips processes;
• Orders materials such as office supplies, kitchen supplies, first aid supplies, etc. and helps distribute them;
• Leads and coordinates procurement processes;
• Audits all student tuitions and finances and keep parents on track with their payment plans;
• Manages entries of all student and employee data on the management system;
• Coordinates with Save the Children Jordan management team on all processes including procurement, human resource management, financial management and other managerial duties;
• Assists the principal in running all administrative decisions, as well as takes initiative in absence of principal –upon approval of absentee and within the scope of authority;
• Validates parental concerns and composes an action plan to resolve any student-related issue while adhering to child safeguarding policies and code of conduct;
• Remains active on the preschool phone and sends daily updates, pictures, and announcements to existing parents;
• Leads and coordinates the role of the housekeeper and maintenance team in ensuring the preschool is hygienic, clean, organized and with no safety hazards.

Records Management

• Processes and verifies school staff absentee and vacation records for the school according to established procedures;
• Prepares reports and summaries as requested by the Principal;
• Processes students’ attendance information, and contacts parents to verify attendance;
• Assists in maintaining accurate school enrolment records by processing changes to personal data and class lists;
• Supports with the management of physical and electronic records for student records and report cards;
• Ensure all children's files follow licensing rules and regulations;
• Leads the creation and implementation of the school calendar, and sends notices to parents and employees beforehand;

Communications and Social Media

• Manages all social media accounts;
• Ensures content is posted regularly (daily/weekly);
• Writes captions in English and Arabic;
• Replies to messages on all social media outlets effectively and efficiently in either English and Arabic;
• Consistently checks work email and preschool email and replies to emails effectively and efficiently;
• Actively communicates any and all updates to the school principal as needed;

Other duties

• Assists in preparation for school opening and closing;
• Coordinates and schedules maintenance appointments regarding the indoor and outdoor spaces of the preschool as necessary;
• Supervise the work of housekeeper(s) and guard(s);
• Arranges general maintenance and service of photocopier and other office equipment as necessary;
• Takes part in the procurement planning meetings;
• Maintains open communication with co-workers and parents;
• Participates actively and meaningfully in professional development opportunities and attend all mandatory training;
• Performs other duties as assigned by the management team;

REQUIREMENTS

Qualifications

• Bacher’s degree in Business Administration or a relevant field;
• Up to date medical and immunization record, including Covid-19 immunization;

Professional Experience

• Minimum 2 years administrative experience in a preschool or school;

Key Competencies

• Strong social and people skills;
• Strong knowledge of office / records management;
• Strong knowledge of managing social media accounts;
• Strong data entry skills with an emphasis on accuracy;
• Excellent spoken and written Arabic and English skills;
• High degree of proficiency in office computer applications such as word processing, spreadsheet, database, publishing and presentation applications, electronic mail/calendar applications and other information management tools;
• Strong interpersonal skills;
• Strong verbal, listening and written communication skills combined with the ability to tactfully and confidently;
• Strong time management, prioritization, multitasking and organizational skills;
• Great attention to detail;
• Maintain a professional appearance, attitude, and work ethic at all times;
• Ability to deal with sensitive and discretionary matters and maintain strict confidentiality;
• Strong problem-solving skills and timely decision making;

Accountabilities and Qualities

• Passion: Genuine passion for working with children;
• Positive role model and demonstrate conflict-solving behaviours;
• Collaboration: Able to work collaboratively with staff, colleague and parents;
• Integrity: Honesty, openness, and transparency;
• Commitment: Must have a strong commitment to SCJ mission, vision and principles;
• Compliance: Must comply with SCJ safeguarding policies and code of Conduct principles;
• Police clearance check: Must provide a police clearance check and good conduct upon hiring;