ADMINISTRATIVE OFFICER

Position Summary

The Administrative Officer will be responsible for overseeing the school’s administrative processes, maintaining accurate records, coordinating meetings and events, managing office resources, and supporting regulatory compliance requirements. The role requires exceptional organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively.

Key Responsibilities

Office Administration & Operations

• Manage the day-to-day administrative activities of the school.
• Ensure efficient office operations and administrative workflows.
• Maintain organized filing systems for both physical and electronic records.
• Manage office supplies, stationery, and inventory to ensure operational continuity.
• Coordinate procurement of office materials and equipment as required.
• Support the Head of School in administrative and operational matters.

Records Management & Documentation

• Maintain accurate and up-to-date records relating to:
  • Students
  • Staff
  • School Assets
  • Administrative Activities
• Prepare official correspondence, letters, reports, memos, notices, and presentations.
• Record and maintain minutes of meetings and track action items.
• Ensure confidentiality and proper management of sensitive information.

Calendar, Meetings & Event Coordination

• Coordinate the school’s academic and administrative calendar.
• Schedule and organize staff meetings, management meetings, and PTA engagements.
• Assist in planning and coordinating school events, ceremonies, workshops, and official functions.
• Support communication and logistical arrangements for school activities.
• Ensure meeting materials and documentation are prepared and distributed on time.

Compliance & Regulatory Support

• Assist with documentation and reporting requirements related to the Ghana Education Service (GES) and other regulatory bodies.
• Ensure administrative processes comply with school policies, educational regulations, and Christian values.
• Maintain records required for audits, inspections, and accreditation exercises.
• Support policy implementation and administrative governance initiatives.

Communication & Stakeholder Support

• Serve as a point of contact for parents, staff, students, and external stakeholders.
• Respond to inquiries professionally and efficiently.
• Facilitate effective communication within the school community.
• Promote a positive and welcoming environment for visitors and stakeholders.

Qualifications & Experience

Educational Requirements

• Higher National Diploma (HND) or Bachelor’s Degree in:
  • Business Administration
  • Public Administration
  • Management Studies
  • Education Administration
  • Educational Management
  • Or a related field

Experience

• Minimum of three (3) to four (4) years’ experience in:
  • School Administration
  • Educational Administration
  • Office Management
  • Administrative Support Services

Previous experience in a private school environment will be an added advantage.

Required Skills & Competencies

Technical Competencies

• Office Administration
• Records Management
• Document Preparation and Reporting
• Event and Meeting Coordination
• Compliance Administration
• Inventory and Resource Management
• Data Management

IT Skills

• Strong proficiency in:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
• Familiarity with School Management Information Systems (SMIS) or educational administration software is an advantage.

Behavioral Competencies

• Excellent communication and interpersonal skills
• Strong organizational and planning abilities
• High level of integrity and professionalism
• Strong attention to detail and accuracy
• Ability to manage multiple priorities effectively
• Problem-solving and decision-making skills
• Ability to work independently and collaboratively
• Commitment to Christian values and ethical conduct

What We Are Looking For

The ideal candidate should be:

• A practicing Christian with strong moral values and integrity.
• Passionate about supporting educational excellence.
• Highly organized and detail-oriented.
• Able to maintain confidentiality and professionalism.
• Proactive, dependable, and service-oriented.
• Committed to creating a positive and productive learning environment.