Job
Title: Assistant
Administrator, Waldorf Kindergarten Lavington
Reporting
to: School
Manager, Nairobi Waldorf Schools
Supervises: All non-teaching staff in Lavington Campus
Deadline
for application: 21st September
2016
Background: The Nairobi Waldorf School (www.nairobiwaldorfschool.ac.ke) was founded in 1992.
Background: The Nairobi Waldorf School (www.nairobiwaldorfschool.ac.ke) was founded in 1992.
Our
school has established a nurturing and growing community, which shares the
simple vision of raising our children holistically in true consciousness and
love, with the goal of enabling them to contribute towards establishing a more
peaceful and sustainable Kenya and Global community.
We are
among Africa’s oldest Waldorf schools and with the support and commitment of
our highly qualified Teachers, the generosity and guidance of our Mentors, the
faith of our Parents, and strength and commitment of present and former Board
of Trustees we have grown steadily in spite of numerous challenges.
We are
offering Kenya a unique opportunity to nurture capable, competent and happy
human beings. As of September 2016, our school is proud to welcome 250 children
on 2 sites in Nairobi: Lavington and Karen.
Job Summary: The Assistant Administrator is responsible for driving the Kindergarten programme and ensuring it is integrated into the wider practice of the Nairobi Waldorf Schools.
Job Summary: The Assistant Administrator is responsible for driving the Kindergarten programme and ensuring it is integrated into the wider practice of the Nairobi Waldorf Schools.
She/He
is responsible for ensuring that the Kindergarten’s staff work with school
procedures without any problems.
She/He
is responsible for the timely and efficient implementation of all
administrative tasks and procedures at Lavington.
Roles and responsibilities
Roles and responsibilities
The
following skills are necessary:
- Be
well-organized and able to balance a large number of tasks.
- Identify
areas where policy or programme development is needed, and work
collaboratively with appropriate individuals to bring plans to fruition.
- Ability
to analyse, interpret, summarize, and present data effectively.
- Ability
to be an enthusiastic and articulate spokesperson for the
kindergarten
- Proficiency
with computer systems and standard software systems, such as word
processing, spreadsheets, accounting, databases, and email. Proficiency
with Internet and Facebook.
Communication
- Maintain
an open flow of communication with all constituencies in the school.
- Responsible
for communicating to parents effectively and in a timely manner for all
issues regarding school events, schedule changes, invoices and finance
issues
- Responsible
for effectively managing parent issues and complaints and directing
parents to the appropriate individual or body.
- Serve
as contact person for other schools and organizations.
- Take
calls, messages, greet visitors, meet prospective parents and guide them
through the application and admission procedure and follow up on enquiries
with the aim of securing an admission.
- Typing
and processing various documents, as and when required.
- Keeping
a daily check on the e-mail that is sent to the office along with
answering them and taking care of correspondence as directed, all in a
timely and efficient manner.
- Maintaining
a clean reception area while observing Waldorf aesthetics, making it ready
for the visitors, etc.
- Maintaining
and keeping a record of parent contact lists and making sure that the
changes are keyed in from time to time.
- Providing
the Finance Coordinator with the updated list of parents and children no
later than the second week of a term with a view to preparing invoices
- Attending
the weekly internal meeting with Faculty.
- Update
the notice boards by posting and removal of out-dated materials
- File
all correspondence and retrieving of information from active files or
archives upon request.
Administration
- Manage
all non-teaching staff on day-to-day operations.
- Conduct
and manage school objectives, policies and budgets approved by the Board,
in particular activities as defined in the annual School operational plan.
- In
liaison with the School Manager, oversee new building programmes,
renovations and maintenance
- In
liaison with School Manager, oversee routine Kindergarten purchases and
ensure strict budgeting constraints are adhered to, according to the
School Finance and Operational Manual
- Responsible
for the annual procurement plans of the Kindergarten aiming at cost
efficient centralized purchasing
- Provide
all logistical support necessary for curriculum delivery, including
transport and accommodation for visiting mentors.
- In
liaison with the School Manager ensure the safety, security and welfare of
students and staff in Lavington.
- Provide
First Aid and arrange for hospital follow up or emergency evacuation if
necessary.
- Keep
fire, health and safety equipment serviced and in conjunction with the
school Manager organize for staff’s refresher training in first aid and
fire safety and conduct emergency drills regularly.
- Review
risk management in conjunction with school Manager.
- To
inspect the grounds, all buildings and play structures to ensure they are
in good repair and safe for the children.
- Ensure
that children’s progress reports are completed by teachers in a timely
manner, and file the various reports.
- To
provide logistical support for all Kindergarten events, meetings and
festivals
- Organizing
for Photo Day and selling photos to parents
Inventory
- Develop
and maintain the Kindergarten’s teaching and learning materials inventory
system. Keeping a check on all the things that are required in the office
and ordering them accordingly.
- Issuing
of library books and class materials.
- Oversee
the packing, assembling and dispatching of varied packets.
School
trips and transport
- Making
transport arrangements of staff members and visiting mentors, if they have
been dispatched on a work-related trip.
- Regularly
inspect school buses and any other transport options with a view to
ensuring safety and security at all times
- Arrange
transport for the Arboretum trip and maintain a register of all children
going on the trip.
- Ensure
Safety procedures are followed during all school trips.
School
finances
- Disbursing
petty cash, receipt of payments and banking of the same and reconcile
these with the School Finance Coordinator every week.
Supervision
of non-teaching staff
- Ensuring
that Human Resources policies are implemented at Lavington Campus
- Evaluating
the performance appraisal of all Waldorf Kindergarten non-teaching staff
on a regular basis and determining skills training needs for them.
- Ensuring
that the annual performance evaluation is completed no later than 30 July
every year.
- Keeping
track of all types of leave to ensure compliance with terms of employment.
- Reporting
HR issues to the School HR Coordinator with a view to addressing them in a
timely and efficient manner
Website
and Facebook
- Gathering
information among teachers and staff with a view to developing external
communication content for the school web pages
- Regularly
updating the Nairobi Waldorf School website
- Updating
the NWS Facebook page on a weekly basis and more often if need be
- Updating
the school Google+ account with a view to centralising all photos and
videos useful for communication purposes
Key
Qualifications
- Diploma
/ degree in Business Management / Business Administration or BCom
- Experience:
Three years and above. Those with experience in managing learning
institutions will have an added advantage.
Submitting
your application
All
interested candidates must submit a CV (with references) and cover letter only
to recruitment@nairobiwaldorfschool.ac.ke with the email subject ‘Application
for Assistant Administrator’, before 21st September 2016.