Job Description
Admin Jobs. Top of the Hill Girls Jobs
Job Overview:
The School Secretary / Administrative Assistant will be the first point of contact for parents, visitors, and external stakeholders. This role requires a professional who is detail-oriented, proactive, and able to manage multiple tasks efficiently in a dynamic school environment. The successful candidate will assist in administrative coordination, communication management, and operational support to the school’s leadership team.
Key Responsibilities:
- Manage the school’s reception area, welcoming visitors, answering calls, and responding to inquiries with professionalism and warmth.
- Provide high-quality administrative support to the Principal and senior leadership team.
- Prepare, organize, and maintain correspondence, reports, records, and filing systems (both electronic and physical).
- Coordinate and schedule meetings, appointments, and school events; prepare necessary agendas and supporting documents.
- Draft and type letters, memos, reports, and confidential communications as required.
- Maintain accurate student, staff, and parent records in coordination with school administration.
- Support the bursar and administrative team with procurement, logistics, and supplies management.
- Assist in communication with parents and stakeholders, including circulars, newsletters, and notices.
- Maintain and update the school calendar, ensuring smooth coordination of academic and extracurricular activities.
- Work closely with teachers and other staff to ensure efficient administrative processes across departments.
- Ensure confidentiality and integrity in handling sensitive information.
Qualifications and Experience:
Essential:
- Minimum of a Diploma in Business Administration, Office Management, or a related field.
- At least 3 years of experience in an administrative or secretarial role, preferably in an educational institution.
- Excellent command of written and spoken English.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and general computer literacy.
- Strong organizational, communication, and time-management skills.
- Professional demeanor, discretion, and ability to handle confidential information.
Desirable:
- Bachelor’s Degree in Administration, Education, or related discipline.
- Prior experience working in a school office environment.
- Knowledge of student information systems or school management software.
- Basic accounting, HR, or procurement knowledge.
- Ability to communicate in Swahili and/or other local languages.
Personal Attributes:
- Warm, courteous, and approachable.
- Highly organized and able to manage multiple priorities effectively.
- Professional presentation and communication.
- Strong moral values aligned with Christian principles.
- A team player with a positive attitude and willingness to learn.
- Attention to detail, reliability, and commitment to excellence.
How to Apply
Interested candidates should submit the following documents to jobs@topofthehillgss.org with the subject line “Application – School Secretary / School Administrator” by 10th November 2025.
A detailed CV outlining relevant experience and qualifications.
A cover letter explaining why you are the ideal candidate for this role.
Contact information for at least two professional referees.
Only shortlisted candidates will be contacted for interviews.
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