Administrative Assistant

Administrative Assistant

Fairfield International Academy located in Montego Bay, Jamaica is seeking a dedicated and enthusiastic Administrative Assistant to join our team. As the first point of contact for parents and visitors, you will be an ambassador for our school, providing a warm welcome and exceptional service. You will also support the efficient running of the School Office, contributing to the overall vision and ethos of the Academy.

Key Responsibilities:

1. Front Office / Reception:

   • Serve as the first point of reference for parents and visitors, providing a warm welcome and positive support.
   • Perform general administrative duties including printing, scanning, filing, emailing, and completing routine forms.
   • Provide hospitality for visitors and support other staff members as needed.
   • Handle email, telephone, and face-to-face enquiries professionally and efficiently.

2. Admissions:

   • Efficiently process admissions enquiries, explain procedures and requirements, schedule school visits, and follow up with families to ensure all required documents are received.
   • Prepare admissions and enrollment letters/documentation and assist with prospective parent visits/tours and Open Houses.

3. Communications:

   • Serve as a central point of contact for internal and external stakeholders, handling correspondence, emails, and phone calls on behalf of the School.
   • Update, draft, and distribute communications including school website content, social media updates, newsletters, and other communications with parents, colleagues, and the community.

4. Human Resources (HR):

   • Provide clerical and administrative support for HR functions, including compiling and updating employee records, dealing with HR-related requests, coordinating communication with candidates, scheduling interviews, and conducting initial orientation for new hires.

5. Regulatory Compliance:

   • Ensure the School is up-to-date and compliant with all regulatory requirements (Ministries of Education, Labour, Health, etc.).

6. Database Management / Record Keeping:

   • Update manual and computerized records/management information systems, ensuring easy access to information for the School.

7. Confidentiality Maintenance:

   • Ensure all information is treated confidentially, complying with the School’s data protection procedures.

8. Inventory Management:

   • Monitor and maintain inventory of office and school supplies, coordinating with relevant departments to ensure adequate stock levels.

9. Vendor and Supplier Relations:

   • Liaise with vendors and suppliers as necessary, managing relationships and ensuring timely delivery of goods and services.

10. Event Coordination:

    • Assist with the successful execution of on- and off-campus events.

Knowledge & Skills:

• Diploma in Business Studies or equivalent qualifications
• Previous experience working in an office environment with face-to-face interactions.
• Good working knowledge of ICT systems, including word processing, spreadsheets, and presentation software.
• Familiarity with School SIS systems, preferably Rediker AdminPlus.
• Proficiency in both Microsoft and Google software packages.
• Knowledge and experience with social media and websites.
• Understanding of Safeguarding, Health and Safety (First Aid training desirable), Data Protection, and confidentiality.
• Ability to relate well to children and adults, understanding their individual needs.
• Excellent communication skills in English, both written and verbal.
• Strong attention to detail and organizational skills.
• Ability to work independently and as part of a team.
• Resourcefulness, enthusiasm, patience, resilience, and a sense of humor.